Job Order Entry Fields

Modified on Fri, 1 Mar at 10:28 AM

The Job Order entry screen is composed of a series of tabs, each of which consists of a number of subsections which need to be filled in:

Navigation Links

Since the information entered on the Job Order tab can become quite long, the Job Order tab includes navigational links on the right hand side of the entry screen which highlight the current section being edited. This allows you to quickly navigate to sub sections:

Tip: in this example, the Client Details section is being edited. Since this Job Order contains multiple clients, the Client Details navigation link expands to provide links to each client. This feature can be used to quickly locate and edit individual clients.

Basic Information

The Basic Information section contains the first set of Job Order entry fields:

The Basic Information section stores the following information:

Job Type: specifies the activity that will be performed in the job (e.g. Load or Discharge).
Office: specifies the office overseeing the inspection. Note: once the job has been saved, the office can no longer be changed. Also, the Job Order number generated by the system will contain the office number for its first three digits.
Inspection Location Port/Terminal: the location where the inspection is to take place. The available locations are populated from the Locations Catalogue data screen.
Inspection Object Type: the type of entity on which the job will be performed. Types include: Barge, Pipeline, Railcar, Shore Tank, Tank Truck, and Vessel.
Inspection Object(s): the object(s) to inspect. The list will be populated based on the Inspection Object Type selected above with the available objects entered on the Methods of Transport Catalogue data screen. Note: if Railcar, Shore Tank, or Tank Truck is selected, this field will not be auto-populated so objects must be entered manually.
Voyage Number: an identifier for a round trip or multi-location voyage.
Cargo Fields: specifies information related to the products being discharged from the object being inspected. Additional cargo entries can be added using the Add Cargo button.

Item Number: the sequence number assigned by the system.

Product Type: the type of product contained as cargo. Can be Crudes (light, medium, etc.), Products (e.g. LPG, gasoline, etc.), Chemicals, or LNG. Specific crudes and products can be selected.

Grade: the grade specified for the product. The selectable grades will be populated based on the Product Type selected above and the available grades entered on the Grades Catalogue Data screen.

Volume/Units: the amount of the product contained.

Gross/Net: indicates the ratio of product to water.

Tolerance: specifies the amount of variance that may be encountered.

VCF Table: specifies the volume correction table to use in the inspection.

Option: specifies the option on the cargo whether it is the buyer or seller.

ETA/ETC: the estimated date/time for when the object (e.g. vessel) will arrive (required) and leave (not required).
Start Date (available for Active jobs): specifies the actual start date/time when the inspection is to take place. The date/time must be later than the ETA date/time.
End Date (available for Active jobs): specifies when the inspectors will finish the job and can be assigned to another job. The date/time must be before the ETC date/time.
Dispatch Date (available to Dispatch users on dispatchable jobs): specifies when the inspectors will be dispatched.
Port Fields: the port(s) where the cargo is loaded/discharged, if applicable to the job. Additional locations can be added using the Add Dis/Load Port button.

Dis/Load Port: the location where the load or discharge activity takes place. The available locations are populated from the Locations Catalogue Data screen.

Activity: specifies if the cargo was/is loaded or discharged at the specified location.

Inspection Company: the company who performed the activity. The available companies are populated from the Companies/People directory.

Comment: stores optional comments related to the port.

Coordinator: the person who is coordinating the job. The available names are users who have a Coordinator user account. For more information about users, see User Accounts.
Retain Days: the number of days to store samples.
International Job: select yes if the job is outside of the U.S., or no otherwise.

Client Details

The Client Details section is where the client companies can be specified for the inspection:

Add a client by clicking on the "+" icon or by entering in the name of the client in the “Add Client” field. This will display the list of known companies that were entered in the Company/People Directory. Upon doing so, the following information can be entered for that company:

Legal Entity (required): specifies the entity (e.g. subsidiary) of the client company who is to be billed for the job. The legal entities available for selection are populated on the Creating Client Legal Entities screen.
Reference Number (required): 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 (i.e. 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.
Nomination Received/Acknowledged: specifies the date/time and method when the nomination has been received and acknowledged, as well as the user who accepted it. When a nomination is acknowledged, an email can be sent to the client indicating the acknowledgment. The will include the job type, actions to be performed, the user's local date and time, and the email of the user who created the Job Order.
Client Billing Instructions: specifies information on how to bill the client (e.g. what percentage of the cost the client will pay on quantity versus quality). The content can be free form text entered into the main text field, or Client Bill Instruction snippets which can be selected by clicking from the drop down.
Additional companies can be added by clicking on the "+" icon again and populating the fields listed above.
Contacts (at least one required): specifies one or more schedulers at the client company who should be considered a contact for the job. Click the "+" icon beside the Add Contact field to display the available company contacts that were populated in the Company/People Directory. This will display the following information for each contact: name, email address, phone number, office location. A Primary check box is also provided which can be used to indicate if the person is a main point of contact, as well as a Comments field where additional information about the contact can be stored.

Receiving a Nomination

To log that a nomination has been received, log in as a Coordinator and populate the Nomination Received and Received via fields:

Edit the Job Order and navigate to the Client Details section
Select the client to acknowledgment the nomination for
Enter a date and time into the Nomination Received date and time fields and specify how the nomination was received in the Received via field:

Save the Job Order.

Acknowledging a Nomination

To acknowledge a nomination, a user must have an operations role, specifically as a Coordinator.

Once a Job Order has been confirmed and made active, save the Job Order and open the Job Order in non-editing mode, navigate to the Client Details section, and select Acknowledge Nomination from the Actions menu

This will display the Send Nomination Acknowledgement email preparation screen, pre-populated with the Job Order details, as well as an attachment containing the details of the job. The recipient ("To") list will be prepopulated with the email addresses entered into the contact list for the selected client.

Upon sending this email to its intended recipients, the Nomination Acknowledged details will be automatically populated with the date and time of the sent email.

Note: the Nomination Acknowledged field can also be entered manually by an operations user who is editing the Job Order.

Sending a Status Update

Clients require status updates be sent to them periodically by the Coordinator. To send a status update, display the Job Order (in non-editing mode), navigate to the Client Details section, select the client to send the status update for, and select Send Status Update from the Actions drop down menu. Note that some clients want to receive regular status updates about the job, and this may be specified in the client preferences section:

Note: this operation can only be performed by a Coordinator, Dispatcher, and Lab Manager.

This will display the Send Status Update email preparation screen, pre-populated with the Job Order details. The recipient ("To") list will be pre-populated with the email addresses entered into the contact list for the selected client.

Operation Details

The Operation Details screen is where transfers of cargo between objects at a location (e.g. port) are specified. The operation details are used by inspectors to see what transfers are going to be performed for the Job Order:

To add a Transfer, click on the + Add Transfer button and enter the following details:

Cargos: The product transfer. The list of available cargo entities is populated based on the Cargo entities entered in the Basic Information screen. Below this field, the volume and tolerance can also be specified.

Cargo: the type of cargo to transfer.
Quantity: the amount to transfer.
Precision: the measurement precision to adhere to in the transfer.

From/To: specifies where the cargo will be transferred from and to. Both columns store four fields of information:

Object Type: the type of object.
Object: the object's identifier. The objects available for selection are populated based on the type selected and the objects entered on the Methods of Transport screen.
Location: the location where to load or discharge from. The locations available for selection are populated based on the locations entered on the Locations screen.

Notes:

If the job type is Load, the vessel will be placed in the To column.

If the job Type is Discharge, the vessel or barge will be placed in the From column.

The Terminal entered into Job Order's Basic Information will be the default for both columns.

If the job involves an inter-terminal transfer, the terminal will need to be manually changed on this screen.

Clients Involved: specifies which clients are to be associated with the transfer. The list of available clients is populated based on the clients added in the Client Details section.

Comment: stores any additional information related to the transfer.

Additional transfers can be added by clicking the + Add Transfer button again and populating the fields as described above.

Tip: The Duplicate action in the drop down menu to the left of the transfer can be used to quickly create a duplicate transfer as a starting point for specifying a new transfer with similar details. The Remove menu can be used to remove the cargo:

Other Parties

The Other Parties section is where additional stakeholders (i.e. non-clients) can be added and associated with the job order:

The following information can be entered in this section.

Type: the type of party. Can be one of the following:

Agent
Broker
Inspection
Loss Control
Towing
Barges

Company: The company who constitutes the party. Note the same company can be specified for different types of parties.

Office: the office location of the party. Note the company must first be selected before the office field populated with the available offices for the company

Representing: the client company who the party is working on behalf of.

Contact:

the person at the office who will serve as the point of contact. Note that an office must first be selected, before the Contact drop down populates with the relevant contact persons at that office and is available for selection. Once selected, the email address and phone number of the contact are displayed in the bottom right hand corner of the section.

Send Status Update: when selected, indicates that status updates must be sent by the coordinator to the contact.

Notes: additional notes that the party should be aware of.

To add another party, click on the Add Other Party button and populate the fields as described above.

Communication List

The Communications List contains additional email addresses that the Job Order should be sent to:

Snippets containing email addresses can be added by typing a letter in the first edit field (see "1" in the figure) and selecting the snippet name in the drop down. This will add the email addresses contained in the snippet to the main recipient box (2). Email addresses can alternatively or additionally be directly typed into the main recipient box (see "2" in the figure), by separating each with a ";" character.

Note: the Communications List doesn't include communications from linked Job Orders.

Dispatcher, Inspector and Sampler Instructions

The Dispatcher, Inspector and Sampler Instructions section allows for instructions to be specified for the respective stakeholders.

Snippets containing instructional text can be added by clicking in the first edit field (see "1" in the figure) and selecting the snippet name in the drop down (see "2" in the figure). This will add the text contained in the snippet to the main recipient box (3). Text can alternatively or additionally be directly typed into the main recipient box.

Sampling Instructions

The Sampling Instructions section allows for instructions to be specified for each sample of each product. This provides detailed instructions to the Sampler as they are preparing and pulling samples on a job.

The following information can be entered on this screen

Parcel/Inspection Object Type: specifies the parcel and type of object from which the sample is to be taken from
Sample Description: a brief description of the sample, including such details as the shore or vessel tanks that the samples are to be pulled from.
Phase of Sample/Sample Type and Amount: specifies the point between the transfer from the shore tank to the vessel where the inspection will take place as well as the type and amount of sample to take.
Distribution: Selecting Lab will display instructions in the Laboratory Instructions section for this sample. When a third party analysis is to be completed, Distribution is typically set to a value other than Lab (i.e. the samples are not being sent to the lab) which indicates that analysis and the creation of the certificate of analysis are skipped.
Comments: any additional comments or instructions that should be included with the sampling instruction.
Add'l Client Charge: specifies if there are additional charges for the client.

Laboratory Instructions

The Laboratory Instructions section specifies the instructions to be followed by laboratory personnel, for a given sample of a specific product/grade of the job's the cargo:

Note: this section is only available when Lab is selected in the Distribution field for a Sample Instruction.

The following information can be entered on this screen:

Detailed Description: details that the lab should be aware of for the product/grade.
Handblend: indicates if the product has been hand blended.
Results to: specifies the user(s) to send the results to. Selecting a user from the list adds their name below the list. To remove a user, click the "X" icon beside their name.
Port/Terminal: specifies the location where the sample is taken from.
Clients Involved: specifies the stakeholder client(s) involved with the product.
Snippets: allows for the entry or selection of any Snippets containing any instructional information.

Note: multiple instructions can be entered per sample.