Users Manual Mx Suite [En] V1.2.1000

Driel216

®
MX Suite
Version 1.2

USER MANUAL

Introduction

Contents

Introduction ............................................................................................................................................ 6
.
System requirements .............................................................................................................................. 7
Installation manual .............................................................................................................................. 7
MX Suite in general ................................................................................................................................. 8
Log in window ..................................................................................................................................... 8
Themes ................................................................................................................................................ 8
Header company information ............................................................................................................. 8
Header buttons.................................................................................................................................... 9
Required fields .................................................................................................................................... 9
.
Tabs ..................................................................................................................................................... 9
Summary tab ......................................................................................................................................... 11
Overview window .............................................................................................................................. 11
Week list ............................................................................................................................................ 12
Mark a maintenance job as done .................................................................................................. 12
Running hours ................................................................................................................................... 13
Orders to do (office only) .................................................................................................................. 13
About ................................................................................................................................................. 13
MX Maintenance ................................................................................................................................... 14
Symbols used ..................................................................................................................................... 14
Equipment categories ....................................................................................................................... 15
New ............................................................................................................................................... 15
Open .............................................................................................................................................. 15
Delete ............................................................................................................................................ 15
Documents .................................................................................................................................... 15
Hide ............................................................................................................................................... 15
Unhide ........................................................................................................................................... 16
Sort ................................................................................................................................................ 16
Equipment ......................................................................................................................................... 16
New ............................................................................................................................................... 16
Open .............................................................................................................................................. 16
Delete ............................................................................................................................................ 17
Documents .................................................................................................................................... 17
Copy ............................................................................................................................................... 17

MX Suite manual v1.2.1000 2

Introduction
Move ............................................................................................................................................. 17
.
Mark as critical .............................................................................................................................. 17
Remove critical mark ..................................................................................................................... 17
Sort ................................................................................................................................................ 17
Maintenance job overview ................................................................................................................ 18
Open .............................................................................................................................................. 18
Delete ............................................................................................................................................ 18
Documents .................................................................................................................................... 18
Copy ............................................................................................................................................... 18
Move ............................................................................................................................................. 18
.
Add a new maintenance job ............................................................................................................. 19
.
MX Equipment ....................................................................................................................................... 21
Contextual menu of equipment list .................................................................................................. 21
New ............................................................................................................................................... 21
Open .............................................................................................................................................. 21
Delete ............................................................................................................................................ 21
Copy ............................................................................................................................................... 22
Export to text file ........................................................................................................................... 22
Copy to clipboard .......................................................................................................................... 22
Add new details ................................................................................................................................. 22
Print ................................................................................................................................................... 22
MX Certificate ........................................................................................................................................ 23
Add new certificate ........................................................................................................................... 23
Print certificate overview .................................................................................................................. 24
Certificate overview .......................................................................................................................... 25
Contextual menu ............................................................................................................................... 26
Edit ................................................................................................................................................ 26
.
Delete ............................................................................................................................................ 26
Documents .................................................................................................................................... 26
Endorsement ................................................................................................................................. 26
Survey ............................................................................................................................................ 26
Enter an endorsement....................................................................................................................... 27
Enter an additional survey ................................................................................................................ 27
MX Safety .............................................................................................................................................. 28
Add a new safety item ....................................................................................................................... 28
Print visual ......................................................................................................................................... 29


Introduction
Select visible time line ....................................................................................................................... 30
Layout of the overview ...................................................................................................................... 30
Example 1: ..................................................................................................................................... 30
Example 2: ..................................................................................................................................... 30
Mark an item as done ....................................................................................................................... 31
.
Delete a safety item .......................................................................................................................... 31
Edit a safety item ............................................................................................................................... 31
MX Inventory ......................................................................................................................................... 32
Search window .................................................................................................................................. 32
Add a new part .................................................................................................................................. 32
Adjust stock ....................................................................................................................................... 33
Delete a part ...................................................................................................................................... 33
Edit a part .......................................................................................................................................... 33
Administration ....................................................................................................................................... 34
Countries ........................................................................................................................................... 34
Add ................................................................................................................................................ 34
Edit ................................................................................................................................................ 34
.
Delete ............................................................................................................................................ 34
Ports .................................................................................................................................................. 34
Add ................................................................................................................................................ 34
Edit ................................................................................................................................................ 34
.
Delete ............................................................................................................................................ 35
Country filter ................................................................................................................................. 35
Cost Codes ......................................................................................................................................... 35
Add ................................................................................................................................................ 35
Edit ................................................................................................................................................ 35
.
Delete ............................................................................................................................................ 35
Suppliers ............................................................................................................................................ 35
Add ................................................................................................................................................ 35
Edit ................................................................................................................................................ 35
.
Delete ............................................................................................................................................ 35
User management ............................................................................................................................. 36
Add users ....................................................................................................................................... 36
Edit users ....................................................................................................................................... 36
Delete users ................................................................................................................................... 36
User details and rights ................................................................................................................... 36


Introduction
Ranks ................................................................................................................................................. 39
Add ................................................................................................................................................ 39
Edit ................................................................................................................................................ 39
.
Delete ............................................................................................................................................ 39
Settings .................................................................................................................................................. 40
Company ........................................................................................................................................... 40
.
Location ............................................................................................................................................. 41
Synchronization ................................................................................................................................. 41
Online ............................................................................................................................................ 42
Offline ............................................................................................................................................ 42
Offline onboard and online in the office ....................................................................................... 42
Reset Sync...................................................................................................................................... 42
Preferences ....................................................................................................................................... 42
.
Smiley’s .......................................................................................................................................... 42
Synchronize settings ...................................................................................................................... 43
Copy data ...................................................................................................................................... 43
.
Import & export database ............................................................................................................. 43
Activation .......................................................................................................................................... 44
End User License Agreement (EULA) ..................................................................................................... 45


Introduction

Introduction

Congratulations on your purchase of MX Suite. This software has been carefully designed,
incorporating the wishes and needs expressed by the users. The user friendliness of the product is
highly valued and your user feedback is always welcome.

This user manual gives you an introduction to the capabilities of MX Suite. All available modules of
MX Suite are described herein. Therefore, the manual may contain modules that are not included in
your license.

The manual offers you a quick and simple introduction to the use of the system, how to install it and
an overview of the contractual terms and conditions for using MX Suite. Please read the terms and
conditions of end user license agreement carefully before you install the software. You will be asked
to accept these license terms and conditions during the installation process.

Please also visit our website www.mastex.nl, which includes information on the latest developments
as well as a knowledge base to assist you with troubleshooting issues.

Depending on which version you are using, there may be a few minor differences between the
displayed images and your software.

Always make sure that the manual you are using is the most recent one. You can download the
manual corresponding to your software at www.mastex.nl.

We hope that this manual and the software will meet your expectations. Your comments and
recommendations regarding this manual or our software are always welcome!

On behalf of Mastex Software,

Peter van Driel


Introduction
System requirements
To ensure trouble‐free installation of MX Suite on your computer, your computer should meet the
minimum system requirements as outlined below.

Component Minimum system requirements
Processor Intel Pentium 4; 3 GHz or equivalent AMD Athlon

Memory 512 MB RAM (1.024 MB recommended)

Operating system Windows XP, Vista, 7, 2003 or 2008

Hard drive 80 GB; NTFS file system

Graphics VGA; resolution 1024x768

Installation manual
The installation of MX Suite is described in the separate installation manual. This manual is available
for download at www.mastex.nl and is also delivered in PDF format on the installation CD Rom
supplied by Mastex.


Introduction
MX Suite in general
Log in window
Using the login window, you can protect your data against
inappropriate use. Login requires a valid username and
password.

During login, you can select your username from the list o
available users by clicking on the arrow behind the name. The
list is sorted alphabetically, and only lists those names that are
authorized to log in at the relevant location.

To log in, enter your password and then click the blue arrow button to the right or press [enter].

When starting up MX Suite for the first time there is only one Administrator and Mastex user
present. The default password is ‘admin’. We strongly recommend that you change this password as
soon as possible.
Users and user settings can be edited in the administration tab. For further information, please refer
to page 36.

Themes
The login window also enables you to select the theme of the software. The default theme is ‘Aero’,
which is the blue theme as shown in this manual.

TIP:
If your computer is running slow using the Aero theme, try the Classic theme. This
theme requires less CPU capacity, and it could therefore work faster.

‘Aero’ theme ‘Classic’ theme

Header company information
The name of the license holder, vessel name
and registration number are displayed in the
top left‐hand corner of the header. This


Introduction
information is received from the Mastex license server when the software is being activated. This
information cannot be edited by the user. If changes are required, please contact your MX Suite
supplier. The logo can be changed. This is done in the Settings area, which is described later on in this
manual.

Header buttons
The buttons in the top right‐hand corner have the same default
functionality as standard Windows software.
When you move the mouse across the left‐hand button the
symbol will appear. Click to minimize the program.
Move the mouse across the middle button and the   symbol will appear. Click to maximize the
program. Move the mouse across the right‐hand (red) button and the next symbol appears .
Click to close the program.

When you click the ‘Refresh’ button, all data will be reloaded from the database. If a synchronize
license is present, the synchronize process will also start running.

To log off, click the ‘Log off’ button. The login window will open and no further actions will be
possible with the current user’s account.

Required fields
If an entry field has a red border around it, this indicates that it is a required
field and the acceptable value for that field should be entered. As long as
the red border is visible, the value will not be accepted by MX Suite. If you are not sure why a field
has a red border, just position the mouse on the relevant field and wait until the dialog box opens.

Some reasons for a red border around the field could be:

‐ Required field left empty
‐ Invalid password
‐ Entered text too long

Tabs
MX Suite is made up from various tabs. Each tab has  a module. Depending on your license, the tabs
are visible/invisible. A colored line in the tab indicates the status of the module. This status is related
to the explanation of the colors used, which is shown at the startup page.

For example:

At a glance, this overview shows that:

‐ There are overdue maintenance jobs
‐ There are overdue certificates
‐ Safety drills have to be performed this week
‐ The stock is below the minimum level
‐ There are unread purchase orders


Introduction
MX Suite currently offers the following modules:

‐ Maintenance
‐ Equipment
‐ Inventory
‐ Purchase
‐ Certificates
‐ Safety

All available modules of MX Suite are described in this manual. Therefore, the manual may contain
modules that are not included in your license.


Summary tab

Summary
MX Suite starts in the summary page. Default the MX Suite logo is shown, but it is possible to change
this to your own picture. It could be for example an image of your vessel.

Button Function
Overview This is the startup page of MX Suite where the picture is shown of your
vessel.

Running hours The current running hours of the several machines can be filled and
adjusted here. For more information, please refer to page 13.

Week list The week list shows you the maintenance jobs which have to be done in
the selected week. For more information, please refer to page 11.

Orders to do An overview of all purchase orders that require your attention is shown
here. (Only available in the in office version) For more information, please
refer to page 13.

About Here the contact details of Mastex are shown.

Overview window
As illustrated below, an image of the vessel is displayed in the overview window together with ,
important information and an explanation of the colors and symbols used in the different modules.
The image of the vessel is stored in the database. It is possible for users to change the image. For
further information, please refer to page 41.

Explanation of the colors and
symbols used.

The most important vessel data such as Call sign, MMSI number, vessel dimensions and details are
displayed directly above the explanation of colors used. This data can be changed in the settings area
as described on page 41.


Week list
The week list gives an overview of all
maintenance jobs that are to be performed in the

Summary
current week.

The week list header enables you to filter the list
of maintenance jobs according to your wishes. It
is possible to filter per category, equipment, job
status or rank.

The week list also indicates the total downtime required for the maintenance job listed.

Click the arrow buttons to view the maintenance jobs for the subsequent weeks. To obtain a printout
of the current week, click the ‘Print’ button.

Mark a maintenance job as done
When a job is done, click the relevant job in the week list. A pop‐up will open where you can enter
the job details, add some comments, or attach images or documents.

The general information about the job, i.e.
description, downtime, current week, etc., is
displayed on the upper part of the window.

The date on which the maintenance was
performed also has to be filled in. If the job is
running hour related, then also fill in the
current number of running hours. You can add
specific information about this job in the
remarks field.

The first tab in the lower part shows you the
job chart (description of the task) as this was
filled in when the task was created.

Documents related to the job can be added
under the ’documents‘ tab. For example, if you
receive a report on your job, you can add this
here.

The ‘parts’ tab enables you to fill in the parts used for this job. The quantity of parts you enter is
deducted from the inventory.

When you have finished filling in the report completely, click ‘OK’ to save.


Summary
Running hours
Maintenance jobs are always running hour
related or time dependent. In order to create the
possibility to relate jobs to running hours, a
running hour module is integrated.

You can add new machines by clicking the ‘New’
button. A pop‐up will open prompting you to
enter the name of the machine.
To change the name of a machine, right click the
name, and select ’Change‘ from the menu.
To delete a machine, select ’Delete’ from the right mouse button menu.

To update the running hours with the current values, select the ‘Update’ button. A pop‐up will open
where you can enter the current values.

MX Suite automatically expects the current running hours to be updated weekly. Therefore, after
one week, the running hours become overdue. If an update of a machine’s running hours is overdue,
a pop‐up of the running hour window will open when the vessel version starts up, prompting the
user to enter the current running hours .

Orders to do (office only)
The overview ’orders to do’ displays a list of purchase orders that require attention. That could be a
newly received requisition or an order or invoice pending approval.
When a manager starts MX Suite and any orders are pending approval, a pop‐up will open notifying
him accordingly. The orders displayed in the overview can be opened or modified by double clicking
the order line.
The ’orders to do’ button is only available in the office version.

About
The ‘About’ window displays the contact information for Mastex Software. The software version
number is also displayed here.

By clicking the ’Check for updates‘ button, the
software checks online if a software update is
available. If so, the update is downloaded and
installed. Before updating your software, make a
backup of all data using the ‘Export database’ option
in the settings area.

IMPORTANT:
Only update your software if you have a
service contract! Otherwise your data
will be lost!


MX Maintenance
MX Maintenance

MX Maintenance is the planned maintenance module of MX Suite. Using this module, maintenance
jobs can be created and planned. The interval between the jobs can be time related or ‐ in the case of
the running hour module ‐ running hour related as well.

Maintenance jobs are grouped in order to save them in a logical arrangement. The left part of the
window shows the ‘equipment categories’. The middle column shows the ‘equipment’ belonging to
the selected category. When the equipment is selected, the related ‘maintenance jobs’ will be
displayed in the right‐hand column.

Equipment Maintenance job list
Equipment categories

Symbols used
MX Maintenance uses many symbols to indicate the status of a maintenance job or to indicate that
something is attached. These symbols are explained in the table below.

Symbol Description
The green ball is used to indicate that the item is on schedule. If a category or
equipment is preceded by the green ball, all jobs in that category or equipment are
on schedule.

The orange triangle indicates that the item requires attention. If a category or
equipment is preceded by the orange triangle, at least one job in that category or
equipment requires attention.

The red diamond indicates that the item is overdue. If a category or equipment is
preceded by the red diamond, at least one job in that category or equipment is
overdue.

The yellow triangle next to a status indicator indicates a defect. If this symbol

appears next to a maintenance job, the job indicates a defect. When the yellow
triangle appears next to a category or equipment, the category or equipment
contains a defect. The colored symbol next to the maintenance job, which is
combined with the yellow triangle, indicates the status of the defect.

If the exclamation sign appears next to the equipment, this indicates that the
equipment is marked as critical.


The paperclip indicates that documents are attached to that equipment category,
equipment or maintenance job.

MX Maintenance

The notepad symbol indicates that a job chart has been filled in for the
maintenance job.

Equipment categories
The equipment categories are displayed on the left‐hand side of the
window. Each category contains the equipment belonging to that category,
which in turn contains the maintenance jobs related to the equipment.

The colored symbol in front of the name indicates the highest status of the
jobs in that equipment category.

A simple click with the left mouse button opens the selected equipment
category. A click with the right mouse button opens a contextual menu. The
options in this menu are described below.

New
To create a new equipment category, click ’new’. A window will open, prompting you to enter the
details of the equipment category.

Details to be filled in:

NAME Enter the name of the new equipment category.

DOCUMENTS Documents related to this equipment category can be added, deleted and
opened here. The documents will be saved in the database.

Open
This menu option opens the same dialog as the ’New’ option. The details entered for the equipment
category will be displayed and can be edited here.

Delete
This deletes the entire equipment category including the underlying equipment and maintenance
jobs. All history created within this category will be saved in the history tab.

Documents
This menu option is only visible when documents are attached to an equipment category. When
documents are attached, a paperclip is shown in the button.
The related documents are displayed in a list. To open a document, click on the name.

Hide
This option hides the selected equipment category. Since other computers that start MX Suite can
have other hidden categories, this option is computer related. At the bottom of the equipment
category list, a message appears indicating that there are hidden equipment categories.


Unhide
If the message at the bottom of the equipment list indicates that there are hidden categories, these

MX Maintenance
can be made visible by selecting the ’Unhide‘ option.

Sort
This option can be used to sort the equipment categories. A new window opens, which enables you
to re‐sort the categories. Available options:

MOVE UP This moves the selected equipment category one position up.
MOVE DOWN This moves the selected equipment category one position down.
INSERT SEPARATOR This inserts a separator line in the equipment category list above the
selected category.
REMOVE SEPARATOR This deletes the selected separator line.

Equipment
The equipment that is related to the selected equipment category is displayed in middle column of
the window. The colored symbol in front of the name indicates the highest status of the jobs related
to that equipment.

To select equipment, left click the relevant equipment. If an
image is attached to the equipment, a thumbnail of the image
will be displayed. To open the image, position the cursor on it
and double click.

A single click with the right mouse button opens a contextual menu. The options in this menu are
described below.

New
To add new equipment, click ’new‘. A window will open, prompting you to enter the details of the
equipment category.

Details to be filled:

NAME Enter the name of the equipment.

IMAGE An image of the equipment can attached here. When an image is attached, a
thumbnail will be displayed when the equipment is selected.

DOCUMENTS Documents related to this equipment can be added, deleted and opened here.
The documents will be saved in the database. When a document is added, the
paperclip symbol will be displayed in the equipment list.

PARTS Parts related to this equipment can be added here. To add parts, go to the
Inventory tab.

Open
This menu option opens the same dialog as the ’new’ option. The details that were filled in for the
equipment are displayed and can be changed here.


Delete
This deletes the selected equipment, including the underlying maintenance jobs. All history created

MX Maintenance
for this equipment will be saved in the history tab.

Documents
This menu option is only visible when documents are attached to
the equipment. When documents are attached, a paperclip is
appears in the button.

The related documents are displayed in a list. To open a document, position the cursor on the
document name and click.

Copy
Use this option to copy the content of the selected equipment to another category, or make a copy
within the same category. When copying to another category, the equipment retains the same name.
When copying within the same equipment, the name is followed by a number, for example (1).

When using this option in the office version, it is possible to copy the equipment to another location
(vessel).

Move
This option is used to move the equipment with related maintenance jobs and details to another
category. Select the new category and move it!

When using this option in the office version, it is possible to move the equipment to another location
(vessel).

Mark as critical
Use this option to add the equipment to the critical
equipment list. As soon as equipment is added to the
critical equipment, a red symbol with an exclamation sign
will be appear next to the equipment.

It is possible to filter all active maintenance jobs in the week list for critical equipment. Then only
those maintenance jobs that are related to critical equipment will be displayed.

Remove critical mark
Use this option to remove the critical mark.

Sort
It is possible to sort the equipment using this option. A new window opens, which enables you to re‐
sort the equipment. The re‐sorted list is saved per computer. Lists can be sorted per computer.

Available options:
MOVE UP This moves the selected equipment category one position up.
MOVE DOWN This moves the selected equipment category one position down.


MX Maintenance
Maintenance job overview
The right‐hand column of the window displays the list of maintenance jobs for the selected
equipment category and equipment. The list with maintenance jobs is divided into five columns.

JOB DESCRIPTION Description of the job, including the job status indicator (colored symbol)
and the documents attached indicator (paperclip).

NEXT Next date or next number of running hours when the job must be done.

INTERVAL The time interval or running hour interval of the job.

NEXT MAINTENANCE Indication when next maintenance should be done, calculated from the
current date. Indicate the remaining or overdue time in days or running
hours. If the job is overdue, the remaining number of days or hours is
displayed in red, otherwise in green.

LAST MAINTENANCE Indicates the last date or running hour value when the last maintenance
was performed.

As soon as the mouse is moved across a
maintenance job, the ‘Done…’ button will
appear. When the maintenance job has
been done, click this button to mark the job as done. The ‘Job done’ window will open. For
information on using this window, please refer to page 12.

When the maintenance job is right clicked, a contextual menu with the following options will open:

Open
This opens the window with the details about the selected maintenance job. This window is the same
as when adding a new job.

Delete
This deletes the maintenance job. All history created for this maintenance job will be saved in the
history tab.

Documents
This menu option is only visible when documents are attached to the
maintenance job. When documents are attached, a paperclip is displayed just
before the colored symbol.

The related documents are displayed in a list. To open a document, position the cursor on the

Copy
This enables you to copy the selected maintenance job to another category or equipment. If used in
the office, it is possible to copy the job to another location (vessel).

Move
This enables you to move the selected maintenance job to another category or equipment. If used in
the office, it is possible to move the job to another location (vessel).


MX Maintenance
Add a new maintenance job
To add a new maintenance job, click the ‘New’ button at
the top of the maintenance job overview. All of the new
job details can be entered in the window that appears.
Three types of maintenance jobs can be created:

‐ One‐time maintenance job
‐ Report a defect job
‐ Recurring maintenance job

‘One-time maintenance jobs’ disappear from the list of
jobs after the job is marked as done. This job will only
be visible in the history.

‘Defects’ are also one-time maintenance jobs, but a
yellow exclamation sign is added to the colored symbol
to indicate that there is a defect in that category or equipment. As soon the defect is repaired, mark
it as done in the week list and the job subsequently disappears from the list and is only visible in the
history.

‘Recurring maintenance jobs’ remain in the list even after the job has been marked as done. If the job
is done, the job details will be saved in the history.

The following details can be filled for maintenance jobs. Which details are displayed, depends on the
type of maintenance job and whether it is time based or running hour based.

Tab General Enter here the name of the maintenance job.
NAME

Tab General To mark the new job as a one‐time maintenance job, select this
USE JOB ONCE option.

Tab General First select the option ‘use this job once’ and then select this
DEFECT ‘Defect’ to create a defect. A green symbol with a yellow
exclamation will be displayed.

Tab General If the job is running hour related, select this option. A few
BASED ON RUNNING HOURS additional fields will then appear.

Tab General Select this option to fix the interval. When a job is fixed, the new
FIXED INTERVAL due date after marking the job as done is exactly the due date + the
interval period. If the job is not fixed, the new due date after
marking the job as done is the done date + the interval period.

Tab General If the job is not running hour based, enter the interval of the job in
INTERVAL (TIME BASED) days, weeks or months here.


Tab General The due date is automatically calculated when the interval is
DUE DATE entered. The calculated due date is the current date + interval.

MX Maintenance

Tab General If the job is running hour based, enter here the running hour
INTERVAL (RUN HOUR BASED) interval.

Tab General When a job is running hour based, it is possible to enter a time
MAX INTERVAL based maximum interval.

Tab General Select the machine to which the interval of this job is related. The
RUNNING HOUR MACHINE machines that are displayed can be managed in the summary
window (see page 13).

Tab General The due running hours value is automatically calculated when the
DUE RUNNING HOURS interval has been entered and the related machine has been
selected.

Tab General Maintenance jobs can be linked to a specific function or rank. The
FUNCTION/RANK list of ranks can be changed in the administration tab > ranks.

Tab General Enter the downtime for the job in hours here. The total downtime
DOWNTIME for all displayed jobs is specified at the top of the week list.

Tab Job Chart Enter the description of the maintenance job. As soon as anything
JOB CHART is described here, the notepad symbol appears next to the job in
the week list.

Tab Documents Location for managing the files related to the job. Images, manuals
DOCUMENTS or work instructions can be added here. As soon as a document is
added, the paperclip symbol will appear in the list.

Tab Parts All parts to be used during the job can be filled in here together
PARTS with the quantity used. As soon as a job is marked as done, the
quantities entered here will be deducted from the current stock in
the inventory tab.


MX Equipment

MX Equipment

This module is used for storing all details related to the equipment installed onboard. Details like
manufacturer, type number, serial number and more equipment specific details can be stored.

At the top left‐hand side of the window you will find a search field. The program automatically
searches the equipment list as you type. A preview of the attached image of the selected equipment
will appear next to the search field. Double click this preview to open the image.

Contextual menu of equipment list
When you right click your mouse in the equipment list, the contextual menu will open. The available
options are described below.

New
To add new equipment, right click in the left‐hand column of
the equipment list and select ‘New’ from the contextual
menu.

Enter the name of the new equipment in the pop‐up that
opens and insert an image of the equipment if so required.
Only the name field is a required field.

Open
To edit the details of the selected equipment, click this option. The details can be changed in the
window that opens.

Delete
This deletes the entire equipment and corresponding details from the list.


Copy
This option enables you to copy the selected equipment to new equipment in the list, or copy it to

MX Equipment
another vessel (only available in the office version). The new equipment name is a required field.

Select the vessel you want to copy to, and click the ’Ok‘ button.

Export to text file
It is possible to export all details of the selected
equipment to a text file. Enter the name and the
location of the file and click ‘Save’.

Copy to clipboard
This copies all details of the selected equipment to the
clipboard. You can paste this information into any other
application you want, like an email or Microsoft Word.

Add new details
To add new details to the selected equipment, select the
’New…’ button at the top. A pop‐up (see screenshot) will
open where you can enter the Name and Value.

For example, you want to add the serial number, enter this
as illustrated here.

Print
When you select the ‘Print’ button, all details of the selected equipment will be printed in a report.


MX Certificate

MX Certificate
The module MX Certificate monitors your
certificates closely. The module contains
all certificates of the vessels and gives you
an overview of the status of the displayed
certificates at a glance.

Add new certificate
To add a new certificate, select the ’New’ at the top of the certificate window. A window will open,
which enables you to enter all required certificate details.

CERTIFICATE NUMBER Enter the certificate number. This is a required field.

CERTIFICATE NAME Enter here the description or name of the certificate. This is a required
field.

CATEGORY All certificates can be divided into categories. You can select an existing
category or enter a new category. Three default are available:

‐ Statutory
‐ Class certificates
‐ Safety equipment
‐
This is a required field.

DATE OF ISSUE Enter the date of issue specified on the certificate. Click the calendar
symbol ( ) to select the date from a calendar. This is a required field.

RENEWAL AFTER Enter the validity period of the certificate. If a certificate does not
expire, enter an interval of 0 months or years. This is a required field.

DATE OF EXPIRY Enter the expiry date specified on the certificate. Click the calendar
symbol ( ) to select the date from a calendar. This is a required field.

MONTHS BEFORE A time window can be entered for each renewal. This field contains the
time window prior to the date of renewal / survey. This is a required
field.

MONTHS AFTER This field contains the window in months after the date of renewal or
survey. This is a required field.

CERTIFICATE TYPE Three certificate types are possible:


‐ Annual: this certificate has to be renewed each year;
‐ Intermediate: this certificate is renewed once, half way

MX Certificate
between the date of issue and expiry date;
‐ None: this certificate does not require annual or intermediate
surveys or endorsements.

STORAGE Enter the location where the certificate is stored onboard.

COMMENTS A general comment on the certificate can be added here.

DOCUMENTS This is the place to manage the files related to the certificate. For
example, a digital copy of the certificate can be added here. As soon as
a document is added, the paperclip symbol will appear in the list.

EQUIPMENT You can use this function to link the certificate to equipment that was
created in the MX Maintenance module. Select the equipment from the
list and click ’add‘. To delete equipment from the list, select the
equipment and click the ’delete’ button.

PARTS You can use this function to link the certificate to parts that were
created in the MX Inventory module. Select a part from the list and click
’add‘. To delete a part from the list, select the part and click the ’delete’
button.

Print certificate overview
There are two possibilities for printing a certificate overview.

The ’Print visual’ button prints the overview as shown on the display.


The ‘Print overview’ is used for printing a list of all certificates.

MX Certificate

Certificate overview

Certificate storage Date line

Certificate name Years shown
Certificate number Start date of overview
Group name
The certificates are divided into groups. The group name is shown above the first certificate of the
group. Each certificate is displayed with the certificate number, certificate name and an indication
(paperclip) of whether a document is attached.

The timeline indicates when a certificate should be renewed or endorsed. The timeline can be
adjusted by the user. The default timeline displayed is 7 years, but the user can change this using the
arrow buttons to the left and right of the number. The start date of the timeline can also be changed.
The default start date at startup is current date minus one year.
The vertical black line indicates the current date.

Common symbols used in the timeline:

This green ball indicates that the annual or intermediate survey is in the
future and does not require immediate attention.

This green ball with the curl means that this historical annual or
intermediate survey has been endorsed.

This orange triangle indicates that the annual or intermediate survey of
this certificate needs to be endorsed.

This red diamond indicates that the annual or intermediate survey of


this certificate is overdue.

The arrow to the left indicates the time window in which renewal of the

MX Certificate
certificate may commence before the annual, intermediate or expiry
date. The length of the arrow indicates the number of months.

The arrow to the right indicates the time window in which renewal of
the certificate may end after the annual or intermediate date. The
length of the arrow indicates the number of months.

This certificate has expired.

Contextual menu
If you right mouse click a certificate, the contextual menu will open. The available options are
described below.

Edit
To edit the details of the certificates, click this option. The window for editing all of the certificate
details will open.

Delete
This deletes the entire certificate. All history created for this certificate will be saved in the history
tab.

Documents
This menu option is only visible when documents are attached to the certificate. When documents
are attached, a paperclip is displayed just between the certificate number and certificate name.
The attached documents are displayed in a list. To open a document, position the cursor on the

Endorsement
To enter an endorsement, click this option. For more information, please refer to the section ‘Enter
an endorsement’ below.

Survey
To enter an additional survey, click this option. For more information, please refer to the section
‘Enter an additional survey’ below.


Enter an endorsement

MX Certificate
Endorsement should be performed within the time window of a
certificate. This applies both to an annual or intermediate
endorsement.

A number of details have to be filled in when entering a new
endorsement. All fields that are outlined with a red border are
required fields. When the form is complete, click ’Ok’ to save the
data.

SURVEYOR NAME Enter the name of the surveyor that performed the endorsement. This is a
required field.

FLAG STATE or Indicate whether the certificate was endorsed for the classification or for the
CLASS flag state.

PLACE Enter the place where the endorsement was performed.

DATE Enter the date of endorsement.

COMMENTS Area for adding any comments on this endorsement.

DOCUMENTS Area for managing the files related to the certificate. For example, a digital
copy of the endorsement report the surveyor left onboard can be added
here.

Enter an additional survey
This option was created for saving the additional surveys that are conducted onboard. After the
surveyor has left the vessel, enter the details of his visit and where applicable add a scanned copy of
his survey report.

The details to be entered are the same as those described earlier in the section to ‘Enter an
endorsement’.


MX Safety

The Safety module in MX Suite is used for keeping records of the safety drills, but it can also be used
for recording the work permits that are prepared onboard.

MX Safety

When MX Safety starts up, the following window will open.

A brief explanation of the window:

1. To enter a new safety item click ‘New’.
2. The ’Print Visual’ button generates a hardcopy report.
3. To adjust the start date of the overview and select the visible period.
4. The vertical black line indicates the current date.
5. The grey header displays the category and the time scale.
6. The list of safety items is displayed directly under the grey header.

Add a new safety item
To add a new safety item, click ‘New’. A pop-up
(see screenshot) will open where all details for the
new item can be entered.

After the details of the new safety item have been
entered, click ’Ok’ to save all entered values.

Remember that all fields that are outlined with a
red border are required fields.


NAME Enter the name of the new safety item.

CATEGORY All safety items are divided into categories. Select a category from the
predefined list or enter a new category name.

MX Safety
TEMPLATE As soon as a user marks a safety item as done, a pop‐up will open where an
evaluation report can be filled in. To make this as easy as possible, a
template for that report can be inserted in this field.

The template of the previous safety item report entered in that category will
be displayed by default.

FIXED INTERVAL To fix the interval, select this option. When an item is marked as fixed, the
new due date after marking the safety item as done is exactly the due date +
the interval period. If the safety item is not fixed, the new due date after
marking the item as done is the done date + the interval period.

INTERVAL Enter the interval in days, weeks or months. It is also possible to enter a 0
value, which means that the item never becomes overdue.

START PERIOD Enter the start point of the indicator line in days, weeks or months. This
means that if the start period is 2 weeks, the safety item should be carried
out anywhere in the 2 weeks before the due date.

DUE DATE After the interval has been entered, the due date will be automatically
calculated where the suggested date is the current date + the chosen
interval.

If you need to change this date, enter the new date or select the date from
the calendar.

DOCUMENTS Area for managing the files related to the safety item. For example, a digital
copy of the procedure for this safety item can be attached here.

Print visual
As soon as ’Print visual‘ is clicked, a report will be generated giving an overview of the safety items
that are currently displayed. This report can subsequently be printed.


Select visible time line
By default the visible time line displays the current year starting at January and ending in December.
The start date can be selected using the date
selector window. Even when a date is selected in
the middle of the year, the complete year will be displayed. When the 3‐month overview is selected,

MX Safety
the time line starts at the first day of the selected month and ends 3 months later.

Layout of the overview
All safety items are divided into one or more categories. As described in ’Add a new safety item‘, the
category can be selected from a list or entered manually. By default the list has 2 categories: ‘Drills’
and ‘Work permits’.

When a new text is entered in the category field, a new category will be added, which can also be
selected when adding the next item.

In the overview, the categories are shown in a grey bar. The category name is displayed on the left‐
hand side. The time line is displayed in months (year overview) or weeks (3‐month overview) on the
right‐hand part of the header bar.

The list of items is displayed directly under the category name. Each line contains a description of the
safety item and a colored line in the time line overview. The colored line indicates the validity of the
safety item.

Example 1:

This evacuation drill was last done at July 17th. The interval is 3 months, which means that the new
due date is 3 months later: October 17th. The orange line indicates that the status of the drill is ‘to be
done’. As soon as the due date is passed, the line becomes red.

Example 2:

This ‘hot work permit’ is entered with an interval of 0 months. This means that MX Suite displays this
item as an item without an interval, which means that this item does not expire.

This line never becomes orange or red because there is no expiry date.


Mark an item as done
To mark a safety item as done, double click the item or
select ‘Done’ from the contextual menu. The contextual
menu can be accessed by right clicking the item. The

MX Safety
‘Safety Done’ window (see screenshot] will open.

The suggested date is always the current date. To change
this date, enter the correct date or select the date from
the calendar using the date picker.

The report template that was created when this safety
item was added will now be displayed. The user is free to
complete this report and state his conclusions on the drill
that was performed or the work permit that was granted.

Finally, one or more documents can be added to the
report. If, for example, some photos are taken during the
drill, or an external report is received, all of these can be
attached to the report.

Delete a safety item
To delete a safety item from the list, right click the item and select ’Delete‘ from the contextual
menu. When an affirmative response is given to the confirmation prompt, the item will be
permanently deleted.

Edit a safety item
To edit a safety item from the list, right click the item and select ’Edit‘ from the contextual menu. The
window as described in ’Add a new safety item’ will open. Make your changes and save the edited
safety item by clicking the ’Ok‘ button.


MX Inventory
The MX Inventory module is designed to monitor and keep track of all parts that are in stock onboard

MX Inventory
of the vessel. The inventory module contains a list, which gives an overview of all parts, the related
parts information and the current stock.

All parts can be sorted alphabetically (descending or ascending) by clicking the header description. In
the case of the screenshot above: when ’Description‘ is clicked, all items are sorted from A to Z.
When clicked, all items are sorted from Z to A.

Search window
The parts list can be searched using the ’Search‘ button. When clicked, a drop down search window
will open.

Default search fields are available to filter all parts per category, equipment or supplier. For the most
flexible way of searching, a search box is available. The program searches the entire parts list for the
text that matches your search criterion. Searching starts directly after the first character is entered.
The ’Show only deficits’ option enables you filter your search to all items where the current stock is
lower than the minimum stock entered. Deficit lines are marked in red.
To switch off all filters, click ’Clear filters’.

Add a new part
To add a new part, click ’New’. As is the case
throughout MX Suite, the fields outlined with a red
border here indicates that these are required fields.

A lot of information can be entered for each part. It is
also possible to add an image.

If the MX Purchase module is also active, a supplier
for each part has to be entered. This supplier is
selected from the list of suppliers which can be
updated in the MX Suite administration tab, under
the ’Suppliers’ option (see page 35).


Each part should have a cost‐related code. The cost codes are selected from the list of available cost
codes, which can be modified in the administration tab under ‘Cost Code’ (see page 35). The cost
codes are used for classifying the parts into financial groups to gather information for budgeting and
accounting purposes.

MX Inventory

The current, minimum and maximum stock fields are used for monitoring the inventory stock. The
‘maximum stock‘ value is used in MX Purchase module. If a purchase order is created there, the
suggested quantity is the difference between the current and maximum stock.

Adjust stock
The stock is adjusted automatically when the parts are related to the maintenance jobs. As soon as a
maintenance job is marked as done, the stock value is decreased.
The current stock can also be adjusted manually. To do this, right click
the part. Next, select the ‘Adjust stock’ option from the contextual
menu. A pop‐up will open where the current stock is displayed and
the new (real) stock can be entered. When ready, click ’Ok’ to save
the new value.

Delete a part
To delete a part from the list, right click the part and select ‘Delete’ from the contextual menu. When
an affirmative response is given to the confirmation prompt, the part will be permanently deleted.

Edit a part
To edit a part from the list, right click the part and select ‘Edit’ from the contextual menu. The same
window as described in ‘Add a new part’ will open. Make your changes and save the edited part by
clicking ’Ok‘.


Administration

Administration
The administration tab is used for entering general settings for MX Suite such as countries, ports,
users, etc. Once this data has been entered, it is usually unnecessary to access this tab. This tab may
not be visible to some users. If this is the case, these users do not have enough rights to change the
settings in the administration tab.

IMPORTANT:
The data in the Administration tab is only synchronized from the office to the vessel.
Make sure that all changes in the administration tab are made in the office application
only.

Countries
MX Suite contains a list with countries that is used at several areas in
the software such as the ports and suppliers. By default, the list with
countries comprises approximately 170 countries.

Add
To add a country, click the ’New’ button on top. Enter the new
country name in the pop‐up and click ‘Ok’ to save.

If the country name already exists, the country field is marked red to indicate that something is
wrong.

Edit
To change a country name, right click the name and select ’Open‘. A popup (see screenshot) will
open where the user can change the country name and save it by clicking the ‘Ok’ button’.

Delete
To delete a country name, right click the name and select ’Delete‘. After you confirm this action, the
country name is deleted. A country only can be deleted when there are no ports linked to the
country anymore.

Ports
By default, the list of ports comprises approximately 7,800 ports,
divided among all countries. The ports are used in MX Suite in the
MX Purchase module.

Add
To add a port, click the ‘New’ button on top. Select the country,
enter the new port name and UN Code and press ‘Ok’ to save the
new port.
If the port name already exists, the port field is red marked to indicate that something is wrong.

Edit
To change a port name, right click the name and select ‘Open’. A pop-up (see screenshot) will open
where the user can change the port details and save it by clicking the ‘Ok’ button.


Delete
To delete a port, right click the name and select ‘Delete’. After you confirm this action, the port is
deleted.

Administration

Country filter
The country filter at the top enables you to filter all ports by the selected country. Select the country
from the list or type the country in the field. As soon as the first characters are entered, the country
filtering commences immediately.

Cost Codes
To facilitate the classification of all parts in the inventory into
financial groups, it is necessary to create cost codes.

Add
To add a cost code, click the ‘New’ button at the top. Enter
the name and code and click the ‘Ok’ button. The name and
code should be unique. If not, the field will be outlined with a red border.

Edit
To change a cost code, right click the name and select ‘Open’. A pop-up will open where the user can
change the cost code details and save it by clicking the ‘Ok’ button”. The name and code should be
unique. If not, the field will be outlined with a red border.

Delete
To delete a cost code, right click the name and select ‘Delete’. After you confirm this action, the cost
code is deleted. A cost code can only be deleted if there are no parts related to it anymore. Make
sure that this is the case before proceeding with this action.

Suppliers
MX Suite contains a list of suppliers. When entering a part, there
should be a link to the related supplier. The details of the suppliers
should be entered here. The main view displays a list with all entered
suppliers.

Add
To add a new supplier, click the ‘New’ button at the top. A pop-up will
open where all details of the supplier can be entered. A maximum of
three contact persons can be added to the supplier. All fields outlined
with a red border are required fields. A comment field is also available where comments about the
supplier can be entered.

Edit
To edit the supplier details, right click the supplier and select
‘Open’. The pop-up that appears when adding a supplier will open.
Change the relevant details and finally click the ‘Ok’ button to save
your changes.

Delete
To delete a supplier, right click the supplier and select ‘Delete’.
After you confirm this action, the supplier is deleted. A supplier


Users Manual Mx Suite [En] V1.2.1000

Users Manual Mx Suite [En] V1.2.1000

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