DANAOS – SUPPLY ONBOARD HANDBOOK

DANAOS
SUPPLY ONBOARD
handbook
Contents
Chapter 01: ALERTS ADMINISTRATION ........................................................................................................................... 2
Chapter 02: INVENTORY PROCESS ................................................................................................................................... 3
How to update periodically the Vessel’s Inventory ........................................................................................................................ 3
Chapter 03: CRITICAL SPARE INVENTORY (Inventory Templates) .................................................................................. 5
Reporting ........................................................................................................................................................................................ 7
Vessel Inventory (Status) .......................................................................................................................................... 7
Vessel Inventory History ........................................................................................................................................... 7
Chapter 04: REQUISITION PROCESS ................................................................................................................................. 8
How to search for items in a Requisition ........................................................................................................................................ 8
How to ‘Propose’ new items (not existing in libraries)................................................................................................................... 9
How to save R.O.B. in Requisition Form ....................................................................................................................................... 11
Reporting ...................................................................................................................................................................................... 12
Chapter 05: DELIVERY CONFIRMATION PROCESS ......................................................................................................... 13
How to create & update the Delivery ........................................................................................................................................... 13
Delivery Creation .......................................................................................................................................................................... 13
Delivery Update / Confirm............................................................................................................................................................ 14
Move Undelivered Items .............................................................................................................................................................. 15
How to Update the Storages in Delivery Stage ............................................................................................................................ 16
Reporting ...................................................................................................................................................................................... 16
Chapter 06: FOLLOW UP – Cases Monitoring ................................................................................................................ 17
Chapter 07: QUESTIONS & ANSWERS ............................................................................................................................ 18
1. How to Retrieve Critical Spares Inventory Status ..................................................................................................................... 18
2. How to Copy an existing Requisition case ................................................................................................................................ 19

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DANAOS – SUPPLY ONBOARD HANDBOOK

Chapter 01: ALERTS ADMINISTRATION

Pressing the keyboard’s F12 key, or the File / My Alerts, or the “BELL” icon, you access the Alerts administrator.

The alerts window:

By clicking the OPEN button of a specific alert message, the process will automatically transfer you to the
corresponding window for further administration.

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Chapter 02: INVENTORY PROCESS

AIM:
--To enter the Remaining Onboard Quantities for Spare Parts, Chemicals, Lubricants, Paints etc as per policy
instructions.
BY:
2nd Engineer, Chief Officer. To be verified by Master or ChEng.

How to update periodically the Vessel’s Inventory

Go to Onboard Topics >Vessel Inventory.

You are presented with 2 options:

 System Subsystems Selection

 Inventory Templates

Select ‘Systems Subsystems Selection’ and press OK; you are transferred in the Vessel Inventory window for further
administration.

On the Vessel Inventory window:

a) Set the VALID ‘Inventory Update Date’.

b) Press the Vessel Applicable Catalogues (Only for Spares Catalogues), otherwise press the Catalogues
Listing

c) Enter the valid R.O.B. values in pre-selected items (Highlighted blue).

d) Upon completion press the Save Selected Items Only of the Vessel Inventory – Options window to SAVE
your work.
Same procedure applies in All Item Catalogues defined in Danaos.

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NOTE:
Saving regards only the items that are highlighted (blue).

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Chapter 03: CRITICAL SPARE INVENTORY (Inventory

Templates)
AIM:
--To update the Critical Spare Parts Inventory every 3 months [31/03, 30/06, 30/09 & 31/12] of each year
--To update the vessel’s Paint scheme (Sigma Paints template) on each year’s even months

BY:
2nd Engineer, Chief Officer. To be verified by Master or ChEng.

Go to Onboard Topics >Vessel Inventory.

You are presented with 2 options:

 System Subsystems Selection

 Inventory Templates

Select ‘Inventory Template’ and press OK; you are transferred in the Vessel Inventory window for further
administration.

On the ‘Vessel Inventory Template Selection’ window:

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a) Set the VALID ‘Inventory Update Date’.

b) Select ALL rows (highlighted blue) even if Qty = 0 as indicated below and update all ROB values.

c) Upon completion SAVE your work. Either option is OK.

NOTE:
The same procedure applies for ALL Critical Inventory Templates.

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Reporting
Go to Supplies >Onboard Reports >Inventories:

Vessel Inventory (Status)

WARNING:

In case ROB values are highlighted in RED color, it is necessary to raise immediately a related requisition.

Vessel Inventory History

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DANAOS – SUPPLY ONBOARD HANDBOOK

Chapter 04: REQUISITION PROCESS

AIM:
--To create / Update / Process a new requisition case.
--To search, identify and select required items for specific requisition case.
BY:
2nd Engineer, Chief Officer, Master, ChEng. To be verified by Master.

How to search for items in a Requisition

During the Requisition process, Update Requisitions Items Form (Short / Long):

You will be directed to the ‘Items Selection’ window for further searching.
Items Selection (Follow the steps 1-4 as indicated below):

When selection is completed press the Return to switch back to the Requisition form.

NOTE:
The above described procedures apply for every department / catalogue searching.

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How to ‘Propose’ new items (not existing in libraries)

AIM:
-- To search, identify and select required items for specific requisition case
-- This process should be utilized ONLY after thorough search through the existing libraries.
BY:
2nd Engineer, Chief Officer, Master, ChEng. To be verified by Master.

During the Requisition process, Update Requisitions Items Form (Short / Long), enter Proposed Item’s Description in
the ‘Product Description’ field.

The proposed code & description would be entered in the ‘Request/Proposed a New Item’ window.

Select the Catalogue (System Code) & Group (Subsystem Code) from drop down lists.

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Then enter the Item’s proposed Code & Description.

Finally press the OK to switch back to the Requisition Form.

In ‘Update Requisition Form’, enter the valid item’s unit (selection through units listings) & insert the requested
value. Finally save your work.

NOTE:
The SEARCH & PROPOSE procedure apply in every existing Catalogue, in the case ONLY we cannot find the ITEM (s)
we are searching for.

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How to save R.O.B. in Requisition Form

AIM:
-- To complete ROB quantities during Requisition process
-- Before pressing the option ‘Send To Office’, Master must VALIDATE & SAVE R.O.B. quantities

BY:
2nd Engineer, Chief Officer, Master, ChEng. To be verified by Master.

During the Requisition process, Update Requisitions Items Form (Short / Long), enter R.O.B. quantities:

NOTE:
For PROPOSED ITEMS (Yellow Code) there is no need to update its R.O.B. value as it is not a LIBRARY ITEM, until it
is accepted by the office.
Validation [process allowing the user to check for possible errors]:

NOTE:
The Master prior to “Inform / Send Requisition to Office” MUST verify through the validation process that the R.O.B.
values have been updated, by checking the date of the “Last R.O.B. Qty: ….” Validation message. It should be the
same with the requisition date, shown in the Validation form’s header.

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Save R.O.B. Values:

NOTE:
--Master should not accept from any of the Crew members and/or send Requisitions to the Office without ROB
quantities update.
--Keep in mind that an automated System Validation process exists in office that on a daily basis checks if the ROB
values have been updated, when a new requisition arrives from vessel. This message is also emailed to the relevant
vessel as a reminder of the CORRECT ROB update procedure.

Reporting
Go to Supplies >Onboard Reports:

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Chapter 05: DELIVERY CONFIRMATION PROCESS

AIM:
-- To create, update and inform Office about the delivery of an Order
-- The Delivery process automatically updates the ROB quantities

BY:
2nd Engineer, Chief Officer, Master, ChEng. To be verified by Master.

How to create & update the Delivery

When a Purchase Order is generated by the Office, an onboard alert will be also generated for the creator & other
vessel personnel. Then through the ALERTS administration, the referenced Order will be accessible for further
administration.

Alternatively, if Order Code is known, it is searchable using the Open button in toolbar of ‘Supply Cycle-Control
Panel’.

Delivery Creation
To create the Delivery, right mouse click on the Order Code & select the ‘Create Delivery to Vessel’ in order to create
the DELIVERY line.

NOTE:
The above process should be used only if there is no Pending Delivery level with all items pending created by the
Office.
If Delivery stage is created, then follow the Delivery Update process described below.

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Delivery Update / Confirm

Delivery (with all items pending) is generated by the Office. Access the referenced case through the ALERTS
administration, for further administration.

Right click on the Delivery Code >Properties to validate and / or update presented information:

Right click on the Delivery Code >Update Delivered Items to update Delivery Items:

All Delivered:

Delivered & Pending situation:

Delivered / Pending / Cancelled or Not Received or Return:

Update the Items / Spares Qty & Status. Save your work.

NOTE:
No need to deal with the “Mark” column.

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Move Undelivered Items

AIM:
To separate the Deliveries into
a) A Delivery line which includes ONLY the Delivered & Cancelled items &
b) A Delivery line which contains ONLY the Pending items.
This process applies ONLY for cases that will have consecutive deliveries.

BY:
Master, ChEng. To be verified by Master.
Right click on the Delivery Code >Move Undelivered Items:

NOTE:
A new Delivery line marked with a yellow [P] will be created. The Office will be therefore UPDATED / ALERTED
(Inform / Send to Office option) ONLY for the Delivery which contains the Delivered items. The New Delivery line will
remain accessible onboard until goods are finally received. This option to be used with caution.

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How to Update the Storages in Delivery Stage

AIM:
To allocate all delivered spares to the designated storages/locations, in order the system to provide the related
information upon request.

BY:
2nd, 3rd Engineers. To be verified by ChEng.

Right click on the Delivery Code >Update Delivered Items >Update Storage [menu button]

NOTE:
--In case you are not able to find the valid Storage place or Storage Location, you must provide this missing
information in the Delivery comments (Right click on delivery code >Properties >Comments). This way the office will
be able to enhance the applicable Storage & Locations libraries for future selection.
--Keep in mind that you must provide / Update the Labels & Listings in the Storages / Cabinets / Boxes / Shelves.

Reporting
Go to Supplies >Onboard Reports:

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Chapter 06: FOLLOW UP – Cases Monitoring

AIM:
Easy search to locate cases needed further administration.
a) from Onboard Reports >Pendings
b) from Onboard Topics >Follow Up
BY:
2nd Engineer, Chief Officer, Chief Engineer, Master.

[A] From Onboard Reports >Pendings:

NOTE:
The “Not Yet sent to Office” report displays only these cases (Requisition, Deliveries) that are still active onboard
(Red Date). You may therefore (via this report) access a specific Supply case for further administration.

[B] From Onboard Topics >Follow Up:

1 Select Departments (ALL or any)

2 Select Period (From - To)
3 Press Run Report
4 Select through ‘Show Only Options’ filters the action pending
5 Double click on a specific case for further administration

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DANAOS – SUPPLY ONBOARD HANDBOOK

Chapter 07: QUESTIONS & ANSWERS

AIM:
Answer guide for common questions by inspectors, auditors or other authorities.

1. How to Retrieve Critical Spares Inventory Status

Go to Onboard Reports >Inventories >Vessel Inventory

1 Select Department

2 Press Run Report

3 Press Filter Rows, set Critical Flag to YES and press OK

Warning: In case the Item(s) ‘Inventory’ quantity is RED (i.e. Inventory<Min), then you must immediately raise a new
Requisition for these items.

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2. How to Copy an existing Requisition case

Go to Onboard Reports >Onboard Reports > Specific Logs > Requisitions Log

1 Select Department (s)

2 Set the SEARCH period (From – To Date)
3 Tick the Long Report Output.
4 Press Run Report & THEN
5 Press the indicated button & “Select All Items (for selected case)” option. All items will be highlighted blue.

6 Press the “New Requisition” tool bar button.

7 Fill in ALL required (Yellow) fields & press OK to proceed to “Update Requisition Items Form”.

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