Creating and Modifying Job Orders

Creating a Job Order

1. Navigate to the Job Order Search and Listing Screen: Go to this screen and click on the "Create" button located at the top of the screen.
2. Enter Job Order Information: This action will open the Job Order entry screen, also known as "Edit Mode," where you can enter the details for the new Job Order.

In the Basic Information section, the following details are required (fields denoted with * are required, you will need to ensure all fields are populated to save an active job):

• Job Type *: Specifies the activity that will be performed in the job, such as Load or Discharge.
• Office * : Specifies the office overseeing the inspection. Once the job has been saved, this field cannot be changed.
• Location * : The location the actual inspection will take place. May be different from either the Load or Discharge Ports.
• Inspection Object Type *  : This field specifies the type of entity on which the inspection job will be performed. The types include entities such as Barge, Pipeline, Railcar, Shore Tank, Tank Truck, and Vessel. This field helps in categorising the job based on the type of object involved in the inspection.

• Inspection Objects: This field refers to the specific object(s) that need to be inspected. The list of available objects for inspection is populated based on the Inspection Object Type selected. It's important to note that if the Inspection Object Type is Railcar, Shore Tank, or Tank Truck, this field will not be auto-populated, and thus objects must be entered manually.

• Voyage Number: This is an identifier used for a round trip or a multi-location voyage. It's a unique identifier that helps in tracking and managing inspections that are part of a larger journey or that encompass multiple locations.

• Cargos * : This refers to the products or goods that are being transferred as part of a job order. These contain the 

• Product Type, 

• Specific Grade, 

• Volume

• Volume Units

• Volume Measurement - Gross / Net

• Tolerance

• VCF Table

• Option - Buyer / Seller

• ETA (Estimated Time of Arrival):

  
  

  ETA/ETC: This stands for the estimated date and time for when the object (e.g., vessel) will arrive and is required for the Job Order. The ETA helps in planning and scheduling inspections, ensuring that the inspection team is ready when the object arrives. The ETC (Estimated Time of Completion) is the estimated date/time for when the object will leave, which is not required but can be helpful for planning.

  Start and End Date: For active jobs, the start date/time specifies the actual start date/time when the inspection is to take place, which must be later than the ETA date/time. The end date/time specifies when the inspectors will finish the job. This scheduling ensures that inspections are carried out in a timely and organised manner.

  
  Add Client * 
  
  

  Adding a Client: Click on the "+" icon or enter the name of the client in the "Add Client" field. This action displays a list of known companies that have been entered in the Company/People Directory.

  
  

  Enter Client Information: Upon selecting a client, the following information can be entered for that company:

  
  

  Legal Entity * : Specifies the entity (e.g., subsidiary) of the client company that will be billed for the job. The legal entities available for selection are populated on the Creating Client Legal Entities screen.

  Reference Number * : A number provided by the client when creating a nomination.

  Requirements and Actions: Specifies if an inspection is required, if lab analysis is required, if the contract specifications have been received from the client (e.g., via email), and if overtime has been approved.

  Client Preferences: Lists the client's preferences that were set for the client in the Company/People Directory.

Modifying a Job Order

1. Select 'Modify' from Actions Menu: To modify an existing Job Order, choose "Modify" from the Actions menu. Alternatively, you can find the Job Order in the Job Order search and listing screen, click the down icon next to it, and select "Modify".
2. Edit Job Order Information: This will open the Job Order entry screen where you can modify the existing information.
3. Using an Existing Job Order as a Starting Point
4. Copy an Existing Job Order: For efficiency, it is recommended to use an existing Job Order as a starting point, especially if the new order shares many values with an existing one.
5. Create a Copy: Click "Copy" in the drop-down list beside the existing Job Order on the Job Order search and listing screen. This will display a new Job Order in Draft state, pre-populated with some values from the existing Job Order, except for the ETA and Client Reference Number(s).

Saving Job Orders

Quicksave: Available for Draft and Active Job Orders. It quickly saves changes without altering the state of the Job Order. The system stays on the same screen for further editing.

Save Draft: Saves the Job Order as a Draft and returns you to the Job Order view screen. Useful for temporarily saving your work.

Save Active: Saves all changes and edits, then changes the state of the Job Order from Draft to Active. Afterwards, the system shows the read-only display of the Job Order's details.

Cancel: Cancels all unsaved changes and edits, returning to the main Job Order search screen