Phoenix Ver 1.0 User Manual Ship Version
Contents
1. Cumant Farm being viewed TTT SS z aE SERE i Ls Mei a 5 RCA PTE LTE irika Order Arthas 3061 mn AT E AEF TE FTE er ilies TAA PF EELE PL opi Erria ilin pP ara rn mr F Fr Pran FF Pu eA TI Fran Fr dl ea A a ME FEAT PIF IIF Borre er GTi TEILE i PF il lt Purchases can be made for either Spares or Stores Stores also include Lubes Paints Chemicals Provisions and Bonded Stores You can also make requisitions for Services To view other forms which may not be active you can activate the filter where you can narrow your search to what you want to see use any of the fillers lo narrow your search 14 Phoenix User Manual Ship ver 1 0 Click on Go to activate the filter selection Of course your filter selection has to be logical to obtain the list you want to see E g if as in the above you select form Status Filed and also Form State Awaiting order confirmation you are likely to end up with nothing since Forms awaiting order confirmation would not usually be filed 3 2 1 New Forms To make a New form click on New e Pan Leis wN Select Vesel and Sock Type Te Te Dr ce cur Ferien Siwa Dewt 9 Select Manual or Automatic Requlsiion B am L Flea a as on os DEE You can also input these fitters if needed T R ial By default the form type will be Requisition Select the name of the Ship and the Stock Type and select the Form Creation method By d2. air 2 SE Soll Lei k PE Wr kde ho Eo re Ar ed Zo TI mean Be oe LE Luis af mm ma uk Deo _ LL TT LAML Lale o ku pres chi 5 3 Import The import function will import all data changes into the database that are received through email from office The import files are also created with a sequentially generated file number and can only be imported in the same sequence that they were exported The system will prevent you from importing a file out of sequence 29 Phoenix User Manual Ship ver 1 0 5 3 1 Manual import The data change done in office is sent to the ship s email id The attachment in the mail should be copied to C eLogWeb Sync DT Mail IN folder before running the import in the application 5 3 2 Automatic import The machine where you are installing the application should have Outlook client configured to receive emails The PhoenixOutlookConsole exe found in c eLogWeb Sync folder is scheduled in the Windows scheduler to receive the emails automatically This scheduled process extracts the attachment and places the file in c eLogWeb Sync DT Mail IN folder Note If you have not scheduled PhoenixOutlookConsole exe then you have to double click the file manually to execute it The data is imported into the database when you run the import in application Click on the import button under the action column to import the data changes The import button appears with a green arrow mark to the right
3. Glass icon e A filter will have one or more search fields You can use either a single field e g No or Name to search or you can use a combination of fields to further narrow your search A typical example is to search for a Spare item In the examples below you can see how using a combination of fields can improve the results If e g you type ring in the name field the result will be any part name that BEGINS with the string ring However if you use the wildcard ring then it will return all part names that have ring anywhere in the part name including SPRING O RING BEARING etc ae an l e Find any part with the string ring aa a anywhere ln the name A a As you can see 417 items were returned with this search criteria below amp uber Ha rom Haker Fisker Hefaranra tree Vendor EXI Arhan ed 1 iii ATAATA Eo erir MTI A TAYY Tn STS T Ti x TT LS AST TH TH AN Pe ATRTA 177 1 H HLA Laer MELO MSF 0 To 3 x SEL ALIWE UURI a ALU QRS u LIL 3 KM wel ALC A A AL MALELE 7 IL 3 H b m pr Sii Tew PF Bee 345311 PIR cai Mi A H TE OMT Te she Fe aE VAST TAOS 00 TF i x 11 1 ZT RIRS PE SIDI CoA aA Ae SENTAR Ae IS TIT 2 x SOLE LOH Ae ALA AA CRT LT Mn x 3012 07 Kaas TEZEISR HAIEN LTD 1551 2 x If now you narrow your search to only those beginning with the number 601 your search improves considerably de Spars kr Pi ml La m 1 m m e Fndany part wit
4. and RH will be automatically displayed by the system for all RH based jobs Far A A Click Save to save the information Now you can continue to report on the other items History Parts used Resources used as needed Once you have completed all reporting click on the Confirm button to complete the Work Report The Work Report is now saved and transferred to the Maintenance Log as historical data AX TO u i E nirai We Taan 4 qe or ALH AL a HA A ad ALL Te Di Ra A Tier Hina Ilra U Maian b HPE TEN ERST r Werk Drian Abek M AHF NASLLI Fie LIE Li Peai H a Pe a Additional Tabs are displayed ir un MESGEL TEST RITGET A P ican sila dan ct maa BEE u Zz I I L IL L po In In He TOO a eid heehee O ze History templates may be used tor reporting certain types of jobs These templates will bc disolayod Parar when opening the History page and provides fields for you to enter appropriate data required Marla 4 2 5 Reschedule Tasks Once you have completed reporting and clicked the Confirm button the WO completed and the same job is automatically rescheduled by Phoenix at its next Due Date according to it frequency This completes the Maintenance Cycle 26 Phoenix User Manual Ship ver 1 0 5 Data Synchronizer Data is replicated to and from the ship and office
5. LF lA KU reported ds dona dj E A a UN Gh Wa 57 ee Date when the job was last paesa eat s done which le updated every Pac mam een Ban S Iris time a Job ls reported as done AAA Lepa a r I 4 1 2 Component Counter For Components that have counter based jobs it is necessary to record the Start Date and Start counter value as well as Current value and date This allows the system to calculate the average hours run per day and use this value to schedule the next Due Date Some components may not have their own counter and may inherit it from another component e g the M E Cylinder liners have the same running hours as the M E and so it may not be necessary to record the RH of each cylinder liner individually as they can inherit the RH of the M E But for other components such as the M E Pistons it may be necessary to record counters individually since they are regularly changed and will not have the same RH as the M E Phoenix also allows for adding RH to a series of components if they have all run the Same hours since last update 22 Phoenix User Manual Ship ver 1 0 Plam ala ip Erea Tt ara Pe Dira Fara a The Food Halen o Tampe Loma e ELA A IRE Coapa EPT IZA ld L Ala rir rria re un a in hy all a nl Last updated date and value Average hours run day ls updated Whenever the Counter a alaa ulalecl each Hire Ihe Ik updated wourler is apra led Start date and
6. Start hours is usually hein he d leni the Delivery date af the ship and re era haus ardelhiens anolher compren and 8 3 MIA EE rare Dam Arden GILOLH HAIE HIE x Baan Hefty HIE re ees E Bassi BE i7 HEINMA Aa a x Nasa DOLLS e Wi x Parr ra OLE HOR COVE PAL 3 E ur um BIR CESE EC TERA SE FAT EN HE x E PA 2 2 LT Ss ee F qe 4 2 The Maintenance Cycle The maintenance process consists of the following cycle generally Update counters Check what Tasks Work Orders need to be done when and by whom Assign the tasks to the responsible persons and carry them out Report Work Done Report resources used Report Parts consumed Report findings History and record any readings taken Reschedule Tasks 4 2 1 Update Counters Running Hours It is necessary to update counters running hours periodically usually once a week or so Every time the counter is updated Phoenix will calculate average running hours and the due dates for all RH based jobs and predict when they will become due based on the date and running hours when the job was last done To update counters expand the Counters menu and click on Update Counters 23 Phoenix User Manual Ship ver 1 0 are A a 7 w i Miras Soli aoe ii lenab r Urkabe Hie Fiona Fao bem ese naw Eo For oompanents whieh have run the same 7 Fa mm n Bra site nursbser of hours since Ihe lasl upale you can H Hey aL I JH RE T we P re gt check them off and ADD or SUDTRACT
7. and returned or will be returned to Supplier You may or may not receive the remaining items Partial Receipt Only some of the items ordered have been received You may or may not receive the remaining items 19 Phoenix User Manual Ship ver 1 0 Erro PAL BEE re er isi rer Pri CATE Tr A a But im n irr ny rry ree Gerir r ved iiy Pr une gt Carte Elze RH neck this you are nal going So Diao J PER receta any Mora Hans one arar MEL a 8 WAT Op Esa Lina Emr A Far irti Acer pe Y N ae AAEN FL EZ zu H E pra EAST ru A OA EN pla Pade med Basa Y ener can be added PERLE Eo mo panur line ermi i CP Sas A cinar iy u 4 Kg i o F K l AE ITLL DAUIE VA l e Eo ica Report saue ol goods _ er e x DAA DA NMI recon d el retina FRE hera eer E i aj ar H ma La Dro ET z r Er E Fer II When you receiving any items partially you may or may not be receiving the remaining items depending on the Supplier s ability to deliver If you are not receiving the remainder check off the box Final Receipt When you check off the Final Receipt box you will be asked to confirm if you want to cancel all the remaining items on this order If you confirm YES then the order will be closed If you are going to receive the remaining items sa
8. as the office may have changed it To receive the parts scroll down on the Receiving column and enter the quantity that is received If any parts are damaged or short received you can note this on the Receipt Status column Received parts are automatically updated to the Stock onboard and incremented to the default location of the part A transaction log is also automatically created to record the receipt date and quantity 18 Phoenix User Manual Ship ver 1 0 3 5 1 Complete Receipt If you are receiving the complete PO you can check the box Complete Receipt and the following screen pops up es here or camplele raia A PELE MA A By clicking Yes all parts will be automatically received and updated to the inventory The PO Form will then disappear from the Active list and moved to the Filed list 3 5 2 Partial Receipt At times there may be a need to partially receive an order when e g the Supplier is not able to deliver all the items ordered or when some items delivered are incorrect or damaged In this case click on the Received tab as before and in the column Receiving enter the quantity of items that you have received In the Receipt Status column report the status for each line item The statuses that are available are Complete Receipt means that all items ordered are received Damaged Receipt when you have received partially the remaining items are damaged
9. be stored in more than one location making it difficult to determine what exactly is onboard Phoenix allows users to create locations and record the location s of each part Multiple locations are allowed for each part Locations can be organized in a hierarchical tree structure to enable easier search in such a way that the user can easily trace which parts are stored in each location This enables users to easily find parts when needed or to take stock of the parts onboard e Tr GF l m FEPK RENE ETC C be UIE SI AE A l Locker Finde Lada E ados iret LEHA PA UL LR LALA LLE all GILL Ce FAM A Aa Locabon can be organised in a S FF hisrarch y alructure for easy search FOI TS Parts located in the Engine Stare For each part a DEFAULT location can be designated and when parts are used or received they are deducted or added automatically at the Default location 12 Phoenix User Manual Ship ver 1 0 2 6 Stock Transactions Whenever there is any movement of stock i e Found Lost Purchased or Used the system will automatically log these by date and Transaction type with other information This enables you to track back all movements of each stock item as well as provide statistical information about usage of each item Spare here Tranesction ebony ETE A Mara order lant herr Terran hre il A h irra Sabia rau Trana k Data Ham Sumber Tanparenrt Herher Tram
10. by a process known as Data synchronization This process will keep the ship and office systems updated with changes made at each site on a regular basis Data is Exported from the ship and Imported in the office site Similarly when data is Exported from the office it has to be Imported into the ship site Only changed or updated data is replicated keeping the volume of data exchanged to a minimum The data files are sent as email attachments Click on Options link in the right top of the page F miiia Click Option Link In the Options page expand the data synchronizer menu Hare Peri dra a Expand Data Synchronizer Under the data synchronizer menu click on Data Synchronizer menu link as shown in the screen capture below Misma je es ee a r lh TUT Dhare Feen ee AA a as A LE As PAR LA Aj A Se LA AE SN A A AMAR LA Ak SPAS Sha PAGFI Ma PRE Pro Bk SE EA A ET Ald a Es LAA A FE CA Lis a A dat Da de Be dete chad Erm ee cbira me 172 panari eo br mami da A O io a Glick Data Synchronizer 27 Phoenix User Manual Ship ver 1 0 The data synchronizer vessel list screen will open The screen will show your vessel name in the scroll list if you are in the vessel or a list of your assigned vessels if you are in office The guidance text at the top of the screen summarizes the steps for export import 5 1 Export The export function will prepare an extract of
11. by default Issued except for WO s that require a PTW Permit to Work or are Requested If a PTW is required it has to be first approved by an authorized person before the WO status changes to Issued after which it can be reported on More information is available in Tabs Details General information or instructions may be given here Attachments Drawings pictures etc may be attached Job Description the description is generally provided as per the Maker s description Parts Required by default all the parts that are attached to the Component will be listed 4 2 3 Assign the tasks The WO s may then be printed and distributed to the persons responsible for carrying out the jobs The Work is then carried out on the Due date Regrettably Phoenix is unable to help you perform this part of the Maintenance cycle 4 2 4 Report Work Done The Report Work tab is only visible when the WO status is Issued Click on this tab 25 Phoenix User Manual Ship ver 1 0 Flow dena AT ee MAA AAA TEA A Lis ae ha br mal AAA Fai SE I mriennar an E AN Be E isk T Hrs T TO hum Dira nd el Enter the Nate the work was Check any of these boxes If you wish to done ard Ihe durelion Check report on them Additional tabs will be if Work al displayed it checked Enter the total running hours for the component ONLY it this is a RH based job The Last read date
12. data form above the scroll list Scroll list toolbar this allows you to perform some functions such as export the data listed to Excel or to print it in a standard template as seen on the screen List Navigator allows you to select an item on the list edit or delete it insert new records etc only if you have the access rights to do so If the data extends to more than one page on the scroll list the system will indicate the number of pages and number of records and you will can page through to find your selected record In many screens a Search or Filter function is also provided Phoenix User Manual Ship ver 1 0 Note The Access Rights assigned to you will determine what you will be allowed to do within the system and even what you will be able to see on the screen 1 2 Registers The system is built up with several registers which contain data that will be used throughout the system Registers consist of 2 types General Registers these contain data that is commonly used in all modules within Phoenix and shared across the system There are many General registers such as Country Address Vessel Master Currency Units etc Module specific registers these are specifically used within each module only and will be managed by the respective departments Changes in these registers will not affect other modules Examples of such registers are Crew module Course License Institution etc Purchase module Payment terms Deli
13. that has spare parts Components are arranged in a hierarchical structure in Phoenix and can be found by either searching on its name number or position in the hierarchy Pas Manama h Cimperert era he Part at wile Joke be net Coombe FanmeiHeinrkemene ALLE FIFZIERT arenal hrx Ea Regirkerr Laki egeo l Li ERTEM FORTEM Kr Le sub ver tegen min BREI EHEN Hark Bi rosado ly E DEET MA CEPS ae Pe Faar HET i Work Ord nen Lenien Swan sra va ce E z ade oa a basa thre 2H Ta Moat P 1I PFEILE SET a at ater I FES OE LE Armee Sok ihle J FEED LS EA mn p Hermann Roo oo a IE SS a noon I Precast RODS I Mirror coo ld a rd A Fo FA BIT jo FEAR Doane es FINA TNA AA po RCM ALOT YALE AnD at ren PI TADOS jr I ST AF Fan kasr T r T kl an les His onl ra sal g LH pi ass Each component would have other information linked to it These include Parts spare parts that are required or stocked for this component Details such as Technical specifications or other general information Jobs periodic jobs that have to be done for this component usually on the recommendation of the maker Attachment drawings or pictures or other documents that provide more information or details of this component Counter some components have jobs that have to be carried out on a frequency based on e g running hours Maintenance will be scheduled based on the hours run Other counters may also be uti
14. under the action column To check the current status of the import click on the Scheduled Jobs button under the action column The scheduled jobs button is the last button to the right in the action column The status of the import process will be as shown below Data Em rer ie at Ei Tn elf MEA Im Plate bssan dier Blank Ile PLA ZIEHEN aE Te A Su Lia era SAL TEN en a 1109 Oe kel Sl Gk re LOH ia UNA a a by a PER To EL SP AM Se as PER a Ta AET FEST RT A a e III TONE F PP 3 E PA AT PRADA ADT A LEAD STEH SEY AA a ne A Export i Import En ESA AE AAA LAA SE A ET ET AAA Status a B A e PA AS A V2 a RE ET SR A aT Fal E a E Arc AA Pl See A pi pE ii 10010 04 PH Seed blk ae a i LEN i ag 2h 24 eie Se i E A FET ES mAT EA BER rn o a sti PAL 5 TALE MEAT IDEI SSL BAT HOT HETE MICA DOLL 22 K A Da EER ES an ETAU SYN OPPS ee BRR AI AA ays eR LARAI a 4 E 30 Phoenix User Manual Ship ver 1 0 The status of the import process when completed will show as SUCCESSFUL To refresh the screen right click on the screen and click on refresh menu item in the context menu The scheduled job on successful completion will update the changes to the database 31
15. A 25 4 2 4 Report WORK Done ae 25 4 2 5 Reschedule Tasks ir 26 Data S VENENOS 27 Dad EX POI vencedora lacas 28 5 1 1 Manual export and mail from SHIP cece nn nun nun nn nun nun 29 5 1 2 Automatic export and mail from SHIP cece nn nn nn nun nun nn nn 29 5 3 IMPO e A ES o O N A A s AA NE 29 53d Manual IDO drid a 30 5 3 2 AULOMatic INDON 2 iaa De 30 Phoenix User Manual ver 1 0 Introduction Phoenix provides an integrated application to manage all the functions for the ship management enterprise Versions have been developed for Office as well as Ship users These include e Accounting Crew Management and Crew Planning Inventory Management Purchasing Planned Maintenance Inspections and Audits Document Management Drydocking Other functions may be developed in the future By integrated application we mean that data input or updated in one place within the system is shared across the entire system e g when a Currency exchange rate is updated in the Accounts module all other modules that use currencies will similarly be updated with the new exchange rate effective from the date of update In other words a single point of entry for the entire system is desired Functions that are carried out in one module flow across to other modules that need to be updated about this e g when a PO is created in the Purchase module Accounts will be updated that a PO has been issued and when an invoice is received it can be matched a
16. Bar ejar Badge Est Tine MEL Dont Made EHE 2 i Data in each tab is saved before moving to the next tab Phoenix User Manual Ship ver 1 0 1 2 3 Application Modules Modules are parts of the application that allows you to carry out the normal operating processes within your department They incorporate functionality and workflows that enable you to perform your day to day functions These modules are largely designed to work in the way the Company works in general The modules that are currently available in Phoenix are Registers Registers General Inventory Purchase Planned Maintenance Inspections Accounts Crew E Purchase Planned Maintenance Inspections Accounts Select the appropriate Module on the Menu Bar on the left and click on it to access Note that you will only see those menu items that you are allowed access to Clicking on the module brings it to the top of the menu bar You are presented with a Functional menu that you select to continue with your operation Phoenix User Manual Ship ver 1 0 1 3 Filters Filters are used throughout the system and are designed to help search or retrieve the specific data or range of data that you wish to work with By careful use of the filter you will be able to use the system in a far more efficient way Filters sometimes also referred to as Search or Find are denoted by the Magnifying
17. OB and other essential information All movements transactions of each part is also recorded automatically here whether the part is purchased consumed lost or found with the date of the transaction When a part is purchased the system tracks both the last purchased price date as well the average price based on the FIFO method Also recorded is which component equipment the part belongs to and any other details including pictures may be recorded ara ae a On shen a rll PA He Ee mima ee eA Ee um Bese em u u 1E Jena n te 4 i a 2 a i pEi m Erhm np ni cal es de t 7 ed ad AA hai o ar sara r Multiple locations sin are supported i E E 4 eaa 18 Tabs provide more information weisen A er l P AE ima ET on the part Ae lee E 1 x es Ps L I ETU Ce o ALLA a E A AS ES PS FE WE PEE A HTU EMTEA AP DA i BTE TEA i EE R i E H FALL Ad Da Fa ra h a Fihi dae a Fr de a im z ra mt SA AL m AAA N UA i E ae ETU A a E A TMIEM A i P t HTE Da AA A AA E A LAL OS E PL eqs ee pa A AS TL ats a ETU AA A I SES n o iT H Pa See AA Hd DAA TE Pao i AP if E A A er iT WE 2 2 Stock In Out Within Phoenix the stock levels of Spare parts and Stores are automatically updated each time a stock transaction is carried either Used e g when maintenance is carried or Received when a Purchase is made and received onboard These functions will automatically update the quanti
18. Phoenix Ver 1 0 User Manual Ship Version Revision History S No Description m Date Modified By 1 Created 10 Jul 2011 2 Updated 29 Aug 2011 3 Office and Ship ver created 31 Aug 2011 Issued v 0 2 2 14 Added PMS module 06 Dec 2011 Draft v 1 0 Table of Contents INtF OAUCEION ra ee ee ee net 1 ds GENE ee De Eee 2 Lt Novio EON series a a E ER 2 1 2 ROO ISS sa ab td 3 1 21 SimpleRegisters iia riada dia 4 1 22 COMP CG REO E Srita AS 5 1 2 3 Application Modules cas A 6 1 3 FIS 7 Z HIV SMO sea ee ee 9 2 1 SOCK BM ico 10 2 2 STOCK ANO Es anne 10 2 3 STOCK Walter 11 2 4 STOCK CONTON ad ie 11 2 5 SOCK LOCAL OS a ee ae leer 12 2 6 STOCK Transaccional 13 32 PURCHASE ia ibas 13 3 2 PURcHase Eye Warn s 13 A O A E 14 LL NEW FORMS ri a oo 15 325 CrReatindga Requisito ls 15 5 051 Marital RCCUISICION astra 16 ROA Altomatic REQUISITION ii iirc eee ad eta ieee tee tee ae 16 3 3 3 Other getalls siti dada 17 3 Processing IN ENS ONCE start A AAO 17 3 5 RECEIVING GOOGS ON DOOM liar Ian 17 5 071 Complete IRGC CIDE u u 19 39 2 Parlal Rece Plinio toda 19 A Mantena NCE rica dio 21 4 1 COMPONENTS id diles 21 Aled COMPOnent JO DS sao 22 41 2 COMPONEN COUNTE ernennen allerlei 22 4 2 The Maintenance Cyeleena asien 23 4 2 1 Update Counters Running Hours 22s200nn0n0nennnn non nun nun nun nn nenne 23 42 2 SCHECK Work Orders Que iin 24 42 3 ASS UNES tASKS irran a atom una ac aimee manne mises
19. a ERA UO SE LI L z AA E A A E E IAE AN TE i E CATE PIRATEN AA AAN TST IT i 50 01 1 323 005 FESTE A A o IT i ca Lihaa bar GAIE A Frenel Dur KAATI IT 4 GOIE AA Kael ae EAN IRD LET CEE LITE 2 MMMM ME KE M M A EED In this way using the filter properly can greatly assist you in the use of the application Hint When typing in name or number fields try not to type in the full name or number as if you are not sure of it or how it s spelt you may not get any result E g if you are looking for an O ring and you type o ring or oring then you will not find it It is better to type ring instead Phoenix User Manual Ship ver 1 0 2 Inventory Inventory consists of all stock that is kept onboard and in the offices These include Spare parts Consumable stores Paints Chemicals Lubricants The inventory module helps you to keep track of what is onboard where they are kept and provides essential details of data required to order replacements when needed Selecting the Inventory module presents you with the following menu options Inventory Inventory Location a Stock Item Spare Store ee Stock In Out Spare Store Stock Wanted Spare Store Phoenix User Manual Ship ver 1 0 2 1 Stock Item This is where all Spare parts or Store items are registered Information that is recorded includes Number Name Maker Maler s Reference Maker s part No Location R
20. allthe data changes that have happened since the last export If the export is done for the first time all data changes since the installation of the database will be exported For example if you have created a purchase requisition since the installation or since the last export the export data will contain the requisition line items and other related information that are entered Click on the export button under the action column to export the data changes The export button appears with a red arrow mark to the right under the action column To check the current status of the export click on the Scheduled Jobs button under the action column The scheduled jobs button is the last button to the right in the action column The status of the export process will be as shown below de Cote Beet romicer a t PE AS a FT p Status DE es Er Et TEMETI ESS gt mamom oca o TE an LETA A LPH HALNI ET n e E sa 2 PT Dn IE IO WI TI a Lea Od LEB ETH al Cuk ie KURS DI EL AM Se a Das eh AM Sl eed z LOR TITTEN DOT A IIJ x TANILA PU OA EIA LEMA Export i Import JAMA D i TA EH i A 108 3011 ae H Aid ee e ee dit dd AAA Si Ca PET E MEAT E IA a AA ae be Bu al AA PAE AAA CT A A u LAS PA aa mn BOAH ls RN Tl TAAL a A LEFI Bas ae TL 4 414 The status of the export process will show as PENDING while the export is in p
21. arte Type an Purvhrsr Pria Fiut Order Before ft ENE TT m G RLS UNY BJL LE BE ALINE hamd MEETER E Tga L BL 03 207 THE LLJ MEAN ATHINE Forms w JIWE nie Fr ll ree ees FT lines Ir en car u yh AULD UL A tai zur A CTE ER LL 00 130 223 ale TE Friem Pain 45 Seer ied Wt AMT T Fir tena ne 6 73 Annan yh 1 MILD AT ES AER Iu m13 ETE ea ge LL Muse es NIG PROS PRC Fura Ja hi ae er AMET Tee eee a MH UNOF Herta HE LEI PETAT AAA o EHE AER su ET EE Al an NR Fur tina 2 ae nomen ner Paap cr Ly ee Oil IL Y Paste TRIE HE A E This could be useful when planning for purchases as well as budgeting purposes The Stock Transaction is also logged against each Stock tem directly in the Transactions tab 3 Purchase 3 1 Purchase Cycle The purchase process follows the following cycle generally Ship or office on behalf of ship creates Requisition Office processes requisition and sends out Queries to respective Suppliers Suppliers send back their Quotations Purchaser Compares and Selects Supplier Responsible officer Superintendent Fleet Manager inputs the Budget Code and Approves the order according to the level of their respective authority Purchase Order is created and Sent to the Supplier copy of PO is sent to the Ship Supplier Confirms the Order and Advises Delivery date Supplier Delivers goods to Forwarder or Agent also possible to deliver directly to Ship Forwarder or Agent Delivers goods to Ship Ship Receives the o
22. ated or changed data in Phoenix 3 4 Processing in the Office When Requisitions are received from the vessels they can be checked and edited by Purchasers or Superintendents before sending out to Vendors for Quotations Changes can be made to the Ordered Qty or other details The Purchase Dept will send out RFQ Request for Quotation to approved Suppliers and receive Quotations from them After selecting a Supplier the Purchase Dept will issue a PO Purchase Order to the Supplier with instructions to deliver the goods to the Ship Once a PO is issued a copy of the PO is also forwarded to the Ship with all details When this PO is received onboard it will replace the original Requisition with the Form Type converted from Requisition to Purchase Order Note that the Form No does not change and will remain the same as the original Req No 3 5 Receiving Goods onboard This function is only to be done ONBOARD When the parts are delivered by the Vendor or the Forwarder to the ship the crew receives the parts onboard 17 Phoenix User Manual Ship ver 1 0 From the Purchase gt Forms page scroll to the PO that you wish to receive and select Click on the Received tab fore cli i KC Aa Mery Li v abi a re JA an Hamm Ferm Erm Caral Pe aa mlr LP iE Fu Tim Eral T zer a IFF As e ARE Prades A rr o er FE ANETTE SEITE E borate Math Faire er ine mal ar Emud Y een de AO eee ACA On Ih
23. d to insert the line items that you want to requisition manually Click on the Line Items tab del Ue PE eT i kerc el Fi Lao mn LE yo Filter oy Part ho or by Component sui bare zum ln narrow yaur search Sean Es i Ink i aari rP mene 7 me Hi Skat in Him Buc ck Kor bane Haker iare Danis In nar ai iri E da ki ACA aT LT SER VAE TIA YE BO O A a A ae HE AA EA A PA TE 0 10 Ei nana 10 A k il e da FELD LT 40 20 Ka A A lr da A Ls LT l id E ma ei Bn LU EH AO A O es CORE MIT DG METEO E APIS LT bN LIE MI PE U IFA AS E MT ee En OR Hi iF i es ee Select the parts you wish to requisition WA Me EEA HSA DG ETA h DIALES LTD ress EE HE RAHIRI TT A al PFE COTL HTAA EHE A HEAL LTP ETRE Poo RAE AS PA TA FO LE P s a EE HE 2AN et AA E EL LI en LIKE LELI FELE A ME RS 0 LT EMG CEM META DRS ET e Se AG LTE a gt ER Select the parts that you wish to requisition You can filter by Component or by entering the Part number directly or a part of the Part No You then pick the part from the list and enter the quantity that you want to requisition and Save Continue to do this for all the parts that you want to requisition 3 3 2 Automatic Requisition Automatic requisitioning allows you to automatically select all the parts that you have previously entered in Stock Wanted see Sect 2 3 Click on New form
24. e Feet Tab HE iT sche hE THO PS A E spero Shanes Li al HE re iis wal a lama i Ce ny ITE x eS ME a da Fr Salent ihn correo FAS ta Aromen Fasa Fat z Ma Tala a Sal LAE Teit mal Be ker hren Mh j Thir Ea Eure e EEN Brei Cede Mere fee ir ar sail nam ATIC nn Tee CT war nm Eg m ET ze MN o k ie I LE zer Prot s hrr wreak mE AE HIRI ie lieh IEE Feel El HE PLUM LLE ar EE FFL LM foe n La ta ria ani CEET a a ru inm Lana You will be presented with a screen that looks something like this Air lr PO Number ple E Enter the aclual date wher the A y la AE AR Fi paria a a nociva A A rr PH _ aa Order ah ri _ _ _ __ _ _ l OS mm oil Im Requssled Gy een er emra ae E Pe u y gt rn ree Gick here tor Complete Recelst Check Late Tihi ie ihe ai e jj et nal receip Pal Bee Biv Hose e Gok An ql a LETS alam TELH ras mir yl Ax DOLL AEH V nUT EHH orcad Borst ae K AL PR ABs BEI ir reris Fr ae Cie SPE ce Are ty Fr E ULLAL AST TIL Re EL rx IAL peel ee ea ATA IF para ar aheri dalivara cw elamsejad en Pan u erler Ihe stabus hers E WAL AMMAL rl a i e PX EL TAAA RH ENET F E L F The screen above shows you for each item the Requested Quantity what you originally requisitioned and the Order Quantity what was eventually ordered The ordered qty may be more or less than the requested qty
25. efault this will be manual DA anaa briis Lie F i hd az HA ra 7 Manual requisition allows you to input the line items for the form manually Automatic requisition means that Phoenix will pick the parts listed in Stock Wanted and insert them into the Line Items Stock Wanted will be grouped by Preferred Vendor if available and if there is more than one Preferred Vendor then more than one form will be created automatically Once you have made your selection click on Save and the form will be created The form number will be automatically generated by the system based on the numbering mask that is defined for the ship Each new form number will be sequentially incremented by one 3 3 Creating a Requisition This function is usually done ONBOARD but may be at times done in the office on BEHALF OF A SHIP Each time a Requisition is created a new sequentially running Form No is generated which is unique for each ship To create a new Requisition when in the Forms screen click on New as above Select the ship and select whether you want to create a Manual or an Automatic requisition 15 Phoenix User Manual Ship ver 1 0 3 3 1 Manual Requisition Select Manual select Vessel Name and Stock Type Spares or Stores and Save The new form screen is created with the next sequential Form number generated automatically Dates are automatically inserted Give the form a title and save it Next you nee
26. ese A ee Loi oa Arba 1509 50 Hara ha a SUPE lle ES Palos Lal oro EE ee ea yf De oe Raa Fa Tae e O F LF E r DEEE hs PL le ea ra A AE A LTE a as a LT AA LA A Ca be ATA MEAL DADOS Es E Es APOLO LIE AS 2 4 Stock Control From time to time the Company may require that the stock of Spare parts or Stores onboard be physically checked to verify the quantities remaining onboard Stock Control allows users to easily check the quantities and amend them if found to be different by Location Stock control has a similar function to Stock In Out except that is it usually done as a check for All items in stock in a particular location 11 Phoenix User Manual Ship ver 1 0 Ege rer eel z M Mahi AAA Sed AA AAA orar u FLUR IE 1 E FEE HE UE A Le HE HY A A et CH LINE See Sa mer GR p SE A AR EAT COMU 1 Te Te il a A NA A FT ENTE di en CA A PE A A dla ae FE PE nz Li L 1 LR AE ET PE A a de a un Fr ETE Ea an Re m PL ME SIE a LEIL A EA AAA A ET ET Any changes made will be recorded by Phoenix automatically in Stock Transactions as either Found or Lost 2 5 Stock Locations Stock is stored in various compartments locations in the ship and very often get lost when the crew do not know where they are stored Some parts may
27. gainst said PO Similarly Reports that need to be prepared can extract data from all modules across the system as needed This User Manual will attempt to describe what is available in Phoenix and explain how to perform the various functions therein in a simple way Phoenix User Manual Ship ver 1 0 1 General 1 1 Navigation The following application screen capture highlights the key sections of the layout Application Title TE Dip Ga bis ib Mert Me in iti r a Aofieation Main Maru a wer Car Expand Collapse Menu Data Form im de in a sees Scroll List Toolbar kair O es Scroll List Liet Navigator Application Title At the top of the screen shows the name of user that is logged in and the Installation that he is currently accessing Expand Collapse Menu Clicking on the double arrow icon allows you to collapse the Menu Bar on the left and expand the screen Clicking again on this icon expands the Menu bar Application Main toolbar Depending on where you are in the system you may be presented with Tabs Some tabs are in 2 levels where selecting a tab presents you with a 2 level of tabs which you select to go to the screen you want to work on as shown above Scroll list The scroll list shows the data that has been input for that particular screen or register By scrolling down and selecting an item on the list you are presented with the
28. h the sting ring anywhere in its ieg ji name ANC ales with part no starting wich 601 Pda gt ij Fehr sh Phoenix User Manual Ship ver 1 0 The search now returns only 70 records below A m bmi O arar Fis km Hakare beeen Breterrad mer AN Atem ili ee HATH MARTHE STI 1 CAAT TAE TES TRIS T 4 a 0 125 00 5 Kira NT TITLE i a eee SD Kai EAN ED JET CEE LIE i at fo LU lo ie ar EXA UST EZ LIL L a E 2001 20 1 PIL CLA har Salas EXA OT EZ LIL a a SETTLES er EHE UT IATA AA E i 4 51 124 515 LC TE TSR CAAT SA al Kerl FFAA EA ETA ITT i ot ES i 1 23 TH 3274 Pe O IT i a pe LO Leas GAIE a Kia Di FOAI LIL 4 A 2 10 250 002 EA e Kia ERA HDETZE LIE 2 a Te You can now try to further narrow the search by also including the Maker s name b Spar Den Mu az SE lbs rat ind any par with he sera ring m its nare AND sith part oo eo A Bra ur beginning wih 01 and mado by starting with 601 and made by Kawasaki Maar u eee E u Jasvy industries Pe e However in this case the same number of records are returned 70 and this is because all parts beginning with 601 Main Engine are made by this maker Kawasaki ro dort u ee arar Fa km Makart Erin Preterran mar ar Am Arhem U I Rn HATH MARTE STM 8 17 1 ASAT TAES AETR 1 TT 4 A UN a Ms LE Fara ES HOSTIL LT L 61101 1300 KAMLA EAN FOETE ME A A a ES arial as ERA EL ES LIE EAT PL A Kar
29. lized such as Voyage Arr Dep port etc Work Order all jobs that are scheduled for a component are termed Work Orders and willhave a Due date 21 Phoenix User Manual Ship ver 1 0 4 1 1 Component Jobs The screen shows all jobs that are planned for this component which are automatically generated by the system Each job will have a Job Description a frequency that can either be Calendar based or Counter based and a Due date that is scheduled by the system Ulla uch repasar Lara Ermal Fer rr ul O 1 Cases re Teri r gt wierd Hamm rn ee ARP Ps ey Dr coool Geos e EA E L a 4 1 m opr H 7 crew ee I LEMENT A 1 Sk m x am i Luin EG TADS CORAL a AND DIS NOLOCHS Do ASRIHD COCK BOLT ceca A JH E Wark erden TE arana m ern ete T Se LTT VEE wur x Is SEAT Peer Be oy ay VSD TELAT CET a he E Bea ee Bey A A PR a De Xx N jC aru rem are Du MET MRT Le E ern ein m im nah Whak laik A e AT ham T eo Im ran mann acces on Fi ENT Ta x i JTMH HaHa har NIE Pie IEA ee a HT I A y Free a Fir hu al Se E LHe FAEM 11m i a ETA z ut IL ST 14 1 IN Fr ae H ONE e x A a Fur nen tin TH II Furt AF Hb HI II ME AL H a i LITT gran over Frequency cart be Calernlar based ar RH Next due date is automatically si u aa ae 7 p F u a pe ee based or even a combination of both scheduled after a job is iiai SRST add Poo
30. rder and confirms receipt Supplier sends Invoice to office Office Registers Invoice Office verifies goods receipt and costs 13 Phoenix User Manual Ship ver 1 0 Office makes Payment to Supplier and closes the order Within this cycle it is possible to Split the order to 2 or more Suppliers It is also possible to vary the quantity of the line items in each order if desired 3 2 Forms When you click on the Purchase module and select Forms you are presented with this screen By default only Active forms are displayed These could be either Requisitions Queries or Purchase Orders which are still active i e they have not been completed or received Tabs are available to view other details related to each Form Urgent Requisitions are shown in RED iek Foren Dolls hiere Lin Emra Quote hes N TIL EHE E Curl Vean La EHI Fur ue Pause Oder Hure Kerr Tha En L Zenb CRP pth Orderd W AAA dar Th Lid La ol I FL Tabs prowide other information iit Li Cata T N fcr caters aos 02 pasos about the form being viewed ari ce m create a New iam Paare Pi AARAL PAFF LTL E MELT CAE Pear Click om Mew url ne 15611 De sin Le Ferner Els a dl ers Tai CATA ARA rer Farm er Fra Fer kanal Hi E Ria Lan ver ww Te Be By defaull only Active forms es F bki u ve En Jale a li E lll be listed ee POU can filler by clicking here PMA TREALL Hoa Kan LI FL RAIL O A AT FI IDEE APA AE A II
31. re the Responsibility of the Electrician etc If nothing is selected in the filters the default is ALL Click Go 24 Phoenix User Manual Ship ver 1 0 Planas Haro ros A ern Mish Oo Georgios Pid hamn al oe C Report Work tab is only available if WO has sued status I EA rr My Peel ar Tepes Deere Idh ee HILA MHT a ee a Taer Sap Pyle Erd ME ET ES Wt rh Ora m aa Vert MH dr Berl BH DA care Lor E LEAL a Er a anim beet Due date It Due ls postponed a Luis has er url Reason must be provided Alcosa br E carina an A CIC e pn ry rr m Fim br fob i r a Be Hriority 1 High e Overdue by 4 days ir wa ite Ti El Medium a VO A parle Dra gi HG TIT HE pr fi er N b Luk rT HA E we A A E ces be e A indicates Due Fog al tors ee Big Ped Bun Tao Pom qq ma al Fey indicates Overdue Zur nay TE TMA AAA A IA ALLA e ee AS AA GE I we Ta A ra eee ar A PAE l TAR APP A A a PS d a AS ai aE feeds Saleh AM EAL a as LI MA PT PAPA T H a en FTL Fra EN TO H HT CR Be a El ee rue xu eK on ex oe a heran AECA H e E H Sl Me DA AAA lanra om A PETT A AT LAA um mm a mn m This will present a list of WO s that meet the criteria that you selected in the filter The WO number is sequentially generated Information about the WO is shown including Due Date Responsibility Priority etc The status of WO is
32. rogress The status of the export process when completed will show as SUCCESSFUL You have to refresh the screen to see the change in the status To refresh the screen right click and click on refresh menu item in the context menu The export files are created in sequence with a sequentially generated file number The scheduled job on successful completion will create a Zip file under the folder C eLogWeb Sync DT Mail OUT 28 Phoenix User Manual Ship ver 1 0 5 1 1 Manual export and mail from Ship The ship export will create a file in C eLogWeb Sync DT Mail OUT folder The mail has to be manually sent across to phnxsync executiveship com 5 1 2 Automatic export and mail from Ship The machine where you are installing the application should have Outlook client configured to receive emails from the ship s email id The ship export will create a file in c eLogWeb Sync DT Mail OUT folder The scheduled PhoenixOutlookConsole exe process will automatically send a mail to phnxsync executiveship com Note If you have not scheduled PhoenixOutlookConsole exe then you have to double click the file to execute it The application that receives the email in office is scheduled to receive every 2 minutes The attachment is retrieved and imported into the database when you run the import in office A 1 gt Er al E F mau kpr 13 Ear 4a L TE Loo ak Mir ed Friim Tasks as AHi m A pa yp tp N EJ H Jaa mahh B Haben ERDE
33. select the Vessel Name and Stock Type and select Automatic You may restrict the parts requisitioned to only those required by using the various filters that are provided Use these fillers to restrict the parts requisitioned if needed 16 Phoenix User Manual Ship ver 1 0 Phoenix will then pick up the parts with the quantity wanted and other details from the Stock Wanted list and insert them into the Requisition Form The Form title by default will be Automatic Created Form This can be changed if desired You may also append to the parts list and manually requisition other parts if required 3 3 3 Other details The tabs Details and Attachment are used for providing more details about the parts requisitioned if needed The Details tab allows you to type in any additional information for each line item if necessary You can also paste drawings or pictures as needed here Note Picture sizes can be very large especially at high resolution so be cautious about inserting pictures as they could significantly increase communications costs when transferring to the office via satellite The Attachment tab allows you to upload drawings or photos or other images if necessary Such details will be sent to the Vendor from whom you are requesting quotations At this stage the Requisition is ready to be sent to the office and then on to the Vendor for Quotation Requisitions are exported together with other upd
34. the ae hah de E E m 7 3 Ef m ret Im E see wel Harr 3 l dar e I O Cara E maT Amiin ll E urn Ml Ll e O A a Ln Et O zu Ta CART CL LE KURZ LIKE F a F DAD Tas ELF S DURE ie eee IL ri M Fe SAF AFIT COLAS TA IEF HZ A a AA ar A 99 Ki Te EIN A F oral HA RT AT M Abed int Ia 4b oa haa A 7 A AA ee De AAA ATL a AE A A EHE haa Pd FEAR ML AL Enler lhe currenl read rannig hours QP ar AS ee ae hare A Ey b AR AE and the date defaults to today if nat ral AP PPS SU us Pt IKEF enterred FJ l SD ee IE He AS F Tur 5 E er SESE A ee e AAA i a ee Yendi RHH BPE A Fi F All previous updates are saved in the Counter Log 4 2 2 Check Work Orders due Click on Planned Maintenance expand Work Orders and click on Work Order The following filter will be seen Al a LII n 7 7 I r we P Pha r red Man omna e Prk Orden Mer Ge EFi Unir La ik E hi E E Tapar a re nie LI ql p mern bd SR n 1 Traman I an ale linm edi by bii mr la ma Ru IM MATA Bierkiedern Som lap ce Pa oe la Im sm ra Mar ic hr wlan lung ae i it Counters Phineas er Ip e Lm Stn eet Lee ad Herera Cone obs res Aer a one Ie venus Frei k FE in mdan Use any of these filters to select what you want to E naponi j see If nothing is selected the default is ALL Mamas Ph a You can use the filters to select what you want to see e g all WO s due next week or only Overhaul jobs or only those that a
35. ty of stock Remaining on Board ROB The Stock In Out function however allows a manual adjustment of stock level to be made if required Four transactions are possible Found when a stock count is done and the ROB is more than what is shown in AMOS Lost when a stock count is done and the ROB is less than what is shown in Phoenix 10 Phoenix User Manual Ship ver 1 0 Purchased when a purchase is made without a PO being issued for example Used consumed say during a job The WO No of the job can be input h er ET Ferm weiber bes ET ld er et Pad ie dE _ Select appropriate a a ui Transaction l Suro ts TNT lies ir Click on ilere Ber i i o ARA AMA nn 7 E Select the appropriate Transaction Type and click on the Items tab You will then be presented with a list of parts Select the appropriate part and location and input the qty of the items that were Found Lost Purchased or Used You can input more items if needed 2 3 Stock Wanted During the course of operations onboard the ship the Chief Engineer or Chief Officer may on occasion note that he is short on some parts or stores and needs to order these Instead of making a mental note or writing it down on a notebook he can input what he needs into Stock Wanted This can be input at any time and only when a Requisition is made Phoenix can automatically pick up all the parts input in Stock Wanted and create a Requisition Form for th
36. very terms etc Planned Maintenance module Component Class Job Class Maintenance Type etc Registers B Registers H Genaral nn General Registers re Inventory amp Furchase H Planned Maintenance Module Specific Registers Inspections H Accounts E Crew The bulk of the registers are populated prior to rollout of the system The data is generally only input once and updated from time to time 1 2 1 Simple Registers Phoenix User Manual Ship ver 1 0 Many registers are made as simple registers Simple registers may be very easily input or updated by directly editing the line and saving Mandatory input is identified with a red outline on the mandatory field E i s R EE E Ea i J BEEREEERERER paa iy TA Input or Edit registers directly and Save EES Pag ee Puc TET Pudo FEE Pa TEE FX FX FX Er fx ER FX FX FX FX FX FX iR fx fx Phoenix User Manual Ship ver 1 0 1 2 2 Complex Registers Complex registers require more data and have more fields available for input These may sometimes require several pages separated by Tabs and often also use data that have been input into other registers and which are presented as picklists or dropdown boxes Pee ar Det fact z ru ser l p m Tue Tee Ta TEET her aL ze el ze Eee E my i a nl Lona Urrea Ber r Prie Le Paid Haat ate mF iei Pen crema Sn
37. y at a later date then do not check off this box You will then be able to continue receiving on this order when the Supplier delivers the remaining items after which you check off the Final Receipt box For any order you are able to go back to the Form and check on the Line Items to see what has been originally Requested requisitioned what was Ordered by the Office and what was finally Received onboard Any difference between Ordered and Received is shown as Cancelled Also note that a Transaction log is automatically created which shows which parts were purchased together with other information such as the PO No ee ee ARAS a a N re ai ee aba Hi ale Ral ii Lur Ledi 4 nA TH re Lis Faa t Brie NE AA LT AA pa AA FE j ho wu rd K mrih E re my C EHER Ey ke oer E g 2 i L _ 7 Far ary ania you are abla lo vir al any line eee NN bal Wasi ques L wha wees ordered ar Pai aaa fee a hd E Fis Ea Er E Far OB Lal Pon Fries de der Ls E nms harr Er riem fr marh rl 0 LI n remire A 3 O El Zumal Kanal F E A e z a 1 CARLEE F H ie 5 SA Choris a Ti SF i Compl rip FA UE Cel This completes the Purchase Cycle onboard 20 Phoenix User Manual Ship ver 1 0 4 Maintenance 4 1 Components Maintenance onboard revolves around a Component which is any machinery equipment part of a deck superstructure or anything that requires Maintenance A Component may also be anything
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