Pro forma Invoice Functions

You will find 10 functions in the main menu for the pro forma invoice form. 6 of them relate to status changes for the pro forma invoice, through the life of the invoice. They are:

7. Pro forma invoice statuses

a.  [Approve]: When this button is clicked the following will happen

• The invoice is given its invoice number
• Once approved it is no longer possible to add additional assets to the invoice.  - TM Master will check that all component categories added to the “shipping list” can be received by the selected receiving unit. TM Master will also check a number of other possible issues, such as running hours masters, postponed jobs and jobs with locally assigned work permits.  If a conflict is detected, you are notified.  
• The next pro forma invoice status button “Packed” is activated along with the “revoke approval” button.

2. [Revoke approval] This will return the pro forma invoice to the starting point.  So, the pro forma will require a new approval to be processed any further (all other statuses must also be set again) The revoke approval can be used until the pro forma status is set to “Sent”.

3. [Packed]: The assets being shipped between units need to be packed for shipping before they can be sent. Transfers of assets are usually initiated at the office by an assets co-ordinator in most organisations.  However, the person co-ordinating the transfer needs to rely on the people on the vessel or at the location to notify them of when the assets are packed, ready to be transferred. The people doing the actual packing can enter the package details directly if they have access to TM Master v2, and once they are done, they can notify the office personnel by changing the status to “Packed”.  If they do not have access to TM Master v2, the office personnel can of course enter the information themselves.  

4.  [Send package]: When you are ready to send the assets, you click [Send package].   The following will then happen.

• TM Master will check for any active jobs linked to any of the movable components.  If any are found, you will be notified. You are allowed to ship a movable component with active jobs linked to them, but you can also disable (pause) the scheduled jobs while the components are in transit and storage.  
• TM Master will check for any orders linked to the components, if any are found the user will be notified. Linked orders are not transferred to the receiving unit. 
• Movable component status is set to “In Transit”.   
• Users onboard can no longer make changes to the assets (or linked jobs) being sent. - The movable component’s jobs are removed from the vessels “Due” list, and are now available in the [Due jobs in transit] module.
• It is now possible for the receiving unit to receive the assets.

5. [Set as Received]: In order for the receiving unit to add the assets to their system, they will need to click [Set as Received]. Once clicked, a dialog with the shipping list will appear allowing the users  to confirm what they have received. By changing the value in the received column they can partly receive the invoice if necessary.

Once the invoice is set to received, the following happens:

• The assets will now be removed (from view) on the sending unit’s system, and appear in the receiving unit’s system.
• “Movable component status” on the components are changed to “Received on board” – The assets are placed in the ‘Holding Bay’ view (see the section about the holding bay).

6. [Set to finished and set assets to “active onboard”]: This button is used once the assets have been installed on board. The following happens once the button is clicked: 
7. – The user is presented with the ‘Holding Bay’ view where they can place the incoming assets into the existing structure. When components are placed in the structure and the changes are committed, the following takes place.
   • Component status is set to “Active onboard”
   • The movable components jobs are added to the unit’s due list
   • The components are now available for updates/changes
   • If any of the components are placed under a running hour receiving component, the movable component will start receiving running hours. 

Export & import of files and documents linked to a movable asset. 

TM Master v2 can replicate any document linked to a component, item or job, but sending large files does require a certain amount of bandwidth. There are settings that set a maximum file size for files to be replicated in order for customers to be able to restrict the number of files attached to the system being sent. As a result some documents are never sent. This can be important information for the users of the components, items or jobs. When a component is transferred, we would want all files and documents attached to them also to be transferred, but replicating them is out of the question.

To solve this problem, it is possible to extract all files and documents linked to the assets being transferred. The files can then be saved to a memory stick or burned to a CD/DVD and shipped along with the assets. Once the items are received on the other end, the files can be imported to the receiving system.

1. Export and import functions on the Pro forma invoice form.
   1.  [Export all asset files to a zip file]: When clicked the user will be asked where to save the export file (.zip), and what to name the file.  
   2.  [Import all asset files from a zip file]: When clicked the user will be asked to locate the .zip file with the asset’s files.

Disable and enable jobs for components on a pro forma invoice shipping list. 

The functions to disable and enable jobs, are available on the “Pro forma Invoice” form. The functions have also been made available for ordinary component jobs, not only movable components. Using the functions from the Pro forma invoice form will disable/enable jobs linked to the components attached to that pro forma invoice.

The linked jobs current status is shown on the pro forma invoice “General” tab.  

1. Disable and enable functions in the pro forma invoice form
   1.  [Disable Jobs]: Will disable all jobs linked to components (and any sub-components thereof) in the pro forma invoice shipping list. Disabled jobs will not become due or overdue, but will be kept in limbo until enabled again.
   2.  [Enable Jobs]: Will enable any disabled jobs linked to components and any subcomponents thereof) in the pro forma invoice shipping list. When disabled jobs are enabled again, you will need to decide on what to do concerning the due date settings.

The following options are given as shown in image below, one job at the time. The job in question is shown at the top of the dialog box that appears. If you want your selection to apply to all the jobs you are enabling, tick the

“Remember due-option for all jobs”

Enable jobs with the same due difference as before.

This means that if the job had 10 days until it was due when it was disabled, it will be added to the due list with 10 days until due.

Same due date as before.

This will make no changes to the job due date and the job will be added to the due list with the same due date it had when it was disabled. If the job’s due date occurred during the period it was disabled, it will reenter the due list as overdue.

New due dated based on interval (now + int.).

This option will reset the due date to the current date  + the interval. This means that re-enabling  a job that has a monthly interval today, would receive a new due date which would be a month from now..