WINSHIP

USER’S MANUAL

©April 10, 2000

What is WinShip

WinShip is a state of the art program used by persons involved in the commercial aspects of marine shipping. It is a program working in a networked environment with Windows 95, Windows 98, Windows 2000 or Windows NT.

It is a communications program.

The major difference WinShip gives the company from other communication programs such as Outlook Express and WinFax is all communications come into a company wide mailbox. All the users on the system see all the messages. This is important in the shipping industry where it is the normal business practice to circulate all correspondence to all the brokers and agents.

While most communications programs handle one type of communications, WinShip handles:

· Internet e-mail

· Comtext e-mail

· Fax

· DDD (Direct distance dialing)

· Telex

WinShip handles circulars:

A message can be either sent to a single address or to a list of addresses. The delivery methods of a list can be mixed i.e. address 1 can be sent by Fax and address 2 by e-mail.

WinsShip integrates a ship and cargo database with the telecommunications:

While composing a message, ship specifications can be automatically incorporated into the text. Position and cargo lists can be generated and then sent. A cargo order can be passed against the ship database and a message sent to owners with suitable tonnage available in the load port during the laydays.

WinShip automatically updates the ships’ positions from incoming communications.

WinShip takes incoming position lists and decodes them and updates the ship database.

The main menu

When entering WinShip you will be asked a User Name and Password. You can optionally set this so it will be remembered on the next startup.

On the left are bars for the most used features:

Read the incoming messages.

Read the outgoing messages.

Read messages other users have marked as important

Read messages from the news feed.

Read inter-office memos

The center set of bars is monitoring on the communication ports. If one is red, it indicates there is a problem with that communication port and an action should be done.

The right section of the screen displays the current time in different time zones.

The toolbars across the top, are popular functions.

· Correspondent database maintenance

· Ship database maintenance

· Enter the position of a ship

· Search the ship database for a candidate for a cargo

· Start composing a new message

· Send an inter-office memo to a member of the staff

· View the status of the message queue (tree)

· Find a character string within the text of messages

· Look up a filed message

· View the status of the communications

All the functions are also available using the pull down menu across the top of the screen. This document describes these functions in detail.

Correspondents

The purpose of this program is to maintain a database of the people that a company corresponds with.

To add a correspondent, think up an easy handle (mnemonic) to remember the name. Usually use how the company is referred to in conversation and enter it in the search field. As you type, the program displays existing correspondents with similar spelling in the lower right. Note: This makes a handy up to date Rolodex file. If the correspondent does not exist, click the Add bar. Complete the Address, Contact(s), Comments and Telephone fields.

Then enter up to 10 telecommunications numbers. First select the Method in the pull down box. Then enter the correspondent’s address. Click on the radio button on the right to select the preferred address to communicate with the correspondent.

The tabbed pages on the top of the screen allow one to store extra information on the correspondent. The Full Page permits the storing of background on the correspondent or any notes you wish to store.

The Filing Cabinet page permits the user to review the messages that have sent and received with the correspondent.

The Ship page displays the correspondents’ fleet or ships under his control.

Ship Maintenance

This screen is used to maintain ship specifications. Select either the tabbed page metric to enter the specifications in the metric system. Use the tabbed page imperial to enter the specifications in the imperial system. Conversions are automatically done and both pages are completed simultaneously updated.

Enter the mnemonic (short name) for the ship in the search field. As a rule, use up to 10 characters on a single name ship.. up to 5 characters each on a 2 word name, the first 3 characters of each word on a 3 word name and the first 2 characters of each word on a 4 or 5 word name. When two ships have the same name add a suffix character.

If you are adding a new ship, click the Add bar and complete the ship specifications.

The tabbed Full Page is used to store full charter party details on the vessel.

The position tab is used to enter a ship’s position. This page is

Is described on the next page.

The file cabinet tab is used to look at messages sent received concerning a ship.

Position by Ship

This tabbed page is a part of ship maintenance. By coming in via the Position by Ship entry, the user is set to enter the position of the ship.

Once the ship has been located by entry in the search field, the cursor is positioned to the Port. The system self teaches itself. The first time the port is entered, the user is prompted for a trading zone. Once the correlation has been made, the next time the port is entered, the trading zone of the port will be automatically retrieved.

The laydays are then entered. When the open field is entered, the close is automatically calculated. Normally the spread is about 10 days. (this parameter is set in Options menu). Comments can be entered for the type of trade the vessel is looking for.

There are two Broker fields. The lock field is the preferred broker to trade the vessel.

Position by Zone

This program is used to view the ships that are open in a zone. The position can be updated by clicking on the ship’s mnemonic. A small pop up screen appears which allows a repositioning of the ship. When the Keep Existing Brokers is clicked, the change is recorded.

By clicking the Relay bar, a mini-position list is generated the user is passed to the messaging system. At this point the position list can be edited and transmitted.

A Print of the position list can be requested.

Match Ships

The matching program is used to search the ship database and select ships that are in position for the laydays of a cargo and are the correct size and have appropriate gear and other characteristics.

If the box Include Ballasters is checked, then the laydays have the ballasting time required to steam from the zone where they will be to the loading port deducted. A list of the zones to be considered is displayed.

Once the selection is made, the results can be viewed in the tabbed Match Result page.

From the results page, the broker can either send an order to the owners who have suitable tonnage available. On clicking the Address box, the broker is transferred to the messaging system to enter the order. The addressing of the message has already been done. The message footer will read:

How about

Argus

Argus II

Or others?

Optionally, by clicking on the Positions box, the system generates a position list of suitable tonnage available for a cargo. The position list will be a single line per ship list vs. clicking the Long Positions box that will give full details on each ship. The generated position list is then ready for editing and addressing.

Clear Ships

This maintenance function should be run on a regular basis to remove old positions from the ship database.

Telexing

This set of modules is used to compose, send and receive messaging.

Enter Message

This is the basic message entry screen. You can find yourself in this screen from many of the modules e.g. ship matching module, the correspondent maintenance module and the reading incoming message module. In many cases the text will have been generated automatically for you by the previous module.

The Username field defaults to the user of the terminal. If you are at another terminal or are sending a message for another person, you can select another name from the pull down box.

The Date field defaults to today’s date. A different date can be selected.

The message number is reset each day to 1. Clicking the New Message box clears the screen and sets up for the next message. One can retrieve an earlier message by clicking the pull down window and selecting the message.

The Header can be selected. In many organizations, different companies are being operated from the same premises. This allows the message to be addressed from the proper company.

The Subject of the message can optionally be entered.

If the Wide box is checked, the entry screen will permit the entry of full 80 characters of text. If it is not checked, line wrapping will occur at position 67, which is the standard for telex.

Text Entry: The text entry uses all standard-editing features of Microsoft. The user can position the cursor with the mouse.

Striking the delete key destroys the character over the cursor. Striking the Backspace key destroys characters left of the cursor. By holding down the left mouse key while drawing the mouse over text marks it. The marked text can be deleted with the delete key or moved using Ctrl X (move command) and then the cursor moved to the new spot and the text retrieved with Ctrl V (paste command).

Special features of this text editor are listed on the right and are selected with the mouse or a function key:

· F2 - Correspondent allows the user to retrieve the full style of a correspondent from the Correspondent database.

· F3 – Short Ship specifications (one line) can be retrieved from the ship database.

· F4 – Long Ship specifications (standard broker description) can be retrieved from ship database.

· F5 – Full Page Ship description as stored in the ship database can be retrieved.

· F6 – Inbound Messages can be retrieved and incorporated in the message.

· F7 – Outbound Messages can be retrieved and incorporated in the message.

· F8 – Permanent Text or templates can be retired and incorporated in the message.

· F9 – News feed stories can be retrieved and incorporated in the message.

The boxes on the bottom right of the screen give the options of message handling.

When the message is complete, closing the window will save the message but will not send it. The user can come back to the message later.

To send the message, click the tabbed page Address. This takes the user to the addressing module.

Addressing Module

Once the message is complete, the user can address the message. Normally, the addresses are pulled from the correspondent database.

Key in the correspondent code and the default address will be selected with a normal priority. If you wish to send via another means, click on the pull down of column CC. All the correspondent communications numbers will be displayed. Select the one you want.

You can change the number by overriding the displayed number.

You can add or change the Attention column. By clicking on the pull down, all the contacts for the correspondent will be displayed.

It is possible to send a message type by different carriers. A fax can be sent directly from the computer or via Comtext. A telex may be sent by the local Telex Company or by Comtext. The normal way of sending is defaulted, but the choice can be overridden from a pull down in this column.

Messages are queued for delivery. During a busy part of the day when brokers may be sending out many lists, there could be a delay in getting an important message delivered. To jump to the top of the transmission queue, click the pull down on the priority column. You can change the priority to high, which puts the message at the top of the queue. By selecting low priority, the message go to the end of the queue.

If no code is entered for a correspondent, it indicates the number is not on file and the addressing is to be added manually. You then complete the line by keying in the name, type, address and attention.

If the message is to go to a predefined list, click on the Include a list box. A dialog box will appear asking you to select a list from the pull down box.

If you want to edit the correspondent, key on the Edit the correspondent field, the program will exit to the correspondent maintenance module. When you are finished editing, you will be returned to the addressing module.

If an address is entered in error or if a name is to be excluded from a list, position onto the address and click the Delete box. If a new address is to be added, click on the New box.

Send and Print

You have three options:

· Send but do print a hard copy

· Send and print a hard copy once the message has been delivered

· Send and print the text of the message and a list of addresses immediately.

Viewing Unread Messages

The view message screen has the same look for view incoming messages, view outgoing messages, important messages and news feed service. This manual will discuss in detail the view incoming message screen. The features are the same on the other screens.

This screen views the messages in the last message received is the first message read. Once the user leaves from a session of reading messages, the messages viewed are marked as read. On entering the screen the next time only unread messages are displayed.

The user can scroll through the messages by clicking the Next bar at the bottom of the screen. To scroll back through the messages, click the Prev bar. If the message is longer than a screen display, the user can read through the message using the scroll bar on the right or striking the Page Up and Page Down keys on the keyboard.

The user can do the following functions by clicking the bottom row of keys:

· File message. The method will be described later.

· Print the message.

· Relay the message to a new address. The user will be put in the message-composing screen with the message of the text. The message can be edited and forwarded on to other correspondents.

· Create an inter-office Memo of the screen. The message will then pop up on the selected persons’ screen.

· Reply to the author of the message.

· Delete a message. If the message is of no interest to anyone, the message can be deleted. It will then be unavailable to all users. A password has to be entered so a message will not be deleted in error.

· Notes and Distribution is used for two purposes. Some users may not be set up to read all the traffic. When a message that concerns them is received, it can be directed to their screen. A typical example is one person might be in charge of updating position lists. Therefore all position list messages should go to that person. Also on this sub-module is the ability to add notes to a message which will be seen by all subsequent readers.

Other options

The Important bar is checked flags the message as important and it will appear in the important message category. This will alert management who may not be reading the routine traffic.

As messages are received, they are automatically filed by correspondent. The program looks at a cut line of the message to pick up the correspondent’s name. If the program cannot find the cut line, a pop up screen appears asking you who the message is from. It will then display the first lines of the message in another pop up screen. How did you know? The user blocks off the cut line that has the return address information and clicks OK. The next message that comes in with the same cut line will be filed automatically. If the filing is in error, it can be corrected with the Change bar.

If an Internet e-mail comes in with an attachment, it should have a virus check done on it before it is released. When the Attach OK is clicked the message will be available on the system.

Automatic Positioning of Ships

Keeping position lists up to date is a time consuming job for a broker. It is normally done by noting positions from various ship owners and retyping them into a new message for circulation. WinShip automates the procedures. When a user clicks the Position box, the following capabilities are in effect.

The user blocks off a ship name and then clicks the right mouse button.

The program tries to find the ship name in the database. If it cannot find it, the program prompts Add Ship? If you click Yes you will be placed into the ship maintenance screen where you can add the ship to file. If you click No a second pop up screen appears with the prompt aka (Also known as). If you click Yes, a screen of vessels close to the spelling of the ship will appear. You can then select the correct ship.

A positioning screen appears. It is completed based upon an automatic parsing of the remaining portion of the position in the message. If the positioning looks okay, click Keep Existing Brokers, Replace Broker 1 or Replace Broker 2. Closing the window with the X box also saves the position. Clicking the Cancel button will discard the changes and not update the position.

View Message Status

The message status screen is used to keep informed about status of the disposition of the message. Once a message is addressed, it is queued up for delivery by various methods of delivery.

The first screen shows all the messages in XMIT (transmit) status. These messages are waiting for their turn to be serviced.

The other tabbed pages show the status of particular types of messages:

Comtext is a popular store and forward telex and e-mail service extensively used in the shipping market.

Direct are messages being directly sent out of the system via modem. These include DDD (direct distance dialing.. popular in North America), Fax and any telex box which might be installed.

Internet are e-mails sent on the Internet.

HOLD are messages that have been put in hold status waiting the user to release them and put them into XMIT status.

PROC are messages that have been successfully delivered and processed.

NCNF (non confirmed): Comtext is a store and forward service. The computer sends the message to the Comtext computer in London. The Comtext accepts the message and gives a Comtext reference number. This number is automatically stored in the system. Upon a preset schedule, an automatic call is made to Comtext requesting a status of message delivery. The status report is updated and sent message have either the time the receiving computer picked up the e-mail or the time and answerback received on telex and fax messages. This display shows messages that have not been confirmed as delivered.

FAIL: Some messages fail in delivery. Depending upon the set up of the system, a fax or ddd message may be tried up to 10 times at which time the system figures it is try a non-operational phone number or the number is wrong and places the message in failed status.

Tree View

Once a user has read messages, they no longer appear on the incoming or outgoing message viewer. If a user wants to look up an old message, he/she can select messages from a back date. In this case we are looking at messages a month old. Some of the same features that are in the message entry appear here.

Searching for a text string

Sometimes, a user wishes to find an old message but cannot remember who sent it to him but knew it was about a ship or a subject. Using this feature, the module searches through the message file looking for a particular text.

In the tree view, from the pull down Source select Custom Search.

A pop up window appears. Enter the text string you are looking for and the date range of the message. Check whether you want to check the incoming or outgoing messages or both.

Message containing the string search will be displayed.

Mark Unread Messages

Once the user has exited from the read incoming or read outgoing messages, they are marked as read and deleted from the screen. The broker may have been reading the messages remotely from home and has returned to the office and wants to review the messages again. This module puts messages from an earlier date back into unread status.

Mark Read Messages

The user could have read the message he was looking for and does not want to re-read the remaining messages. This screen places them back into read status.

Option Menu

These three modules are used to set up which features are going to be used at the company.

General Options

The general options set up the system as to which folders the data is stored in, whether it is a local or remote site, the font size etc. These are normally set up by the system installer and are not normally changed except under the direction of WinShip personnel.

Company Options

The main use of this module is to reset the password for access to the system.

User Options

This module is used to set up the system for the individual user.

User: Enter 2 characters, normally the person’s initials

Name: Enter the user’s full name.

Header: Enter the company header the user normally uses. See creating Headers in the Edit menu. Enter a personal header line.

Footer: Enter how the message should end

Check Boxes

Print all Messages – All user messages will be printed. Blind messages will not work.

Administrator Functions allowed – Future use

Active – User is valid to logon

Track Voyage – Used to track messages to bill client (agency feature)

Track Incoming – User sees all incoming messages

Track Outgoing – User sees all outgoing messages

Track News Feed – User sees News Feed stories

Flash on Incoming – The Winship bar in the Windows bar at the bottom of the screen flashes when a new message has been received.

Allow Attachments – The user can accept attached files from the Internet.

Other Options

Phone Code: Is used on Faxes, DDD and Comtext if company wants to track communications cost by user.

Password: The user can have a personal password – above the company password

Delete messages after: The pull down menu specifies how long the messages for this user are available to him/her.

Edit Menu

List Maintenance

The purpose of list maintenance is to keep circular lists. The user can add and delete names to lists. In the message-addressing module, instead of addressing the names individually, the user can call the list and the names on the list will be automatically entered as addresses of the message. The user can then delete anyone he/she does not want to receive the message. You can permanently delete a correspondent from the list in this module.

Carrier Maintenance

The installer in consultation with the company normally sets up this menu. The three methods of modern communications that the system supports are:

Direct: The direct communications are dialed directly from the computer to the correspondent’s telecommunications equipment. The two direct communications methods are Fax and DDD (Direct Distance Dialing).

Comtext: Comtext is a store and forward carrier popular in the shipping community. With Comtext you can send telexes world wide at a discounted rate, send faxes and DDD.

Internet: More and more communications are being done on the Internet. The only easy use of the Internet is to send Internet e-mails.

On maintaining the screen, if you click a check box once, you will see a black check mark. This means this is the default way of sending a message. If you click the box 2 times, you get a gray check mark. This means it is a valid way of sending the message but is not the preferred way. Click the box 3 times and you get a blank box that means the message should not be sent by the carrier.

Header Maintenance

Many companies have more than one commercial enterprise operating from the same premises. This allows the establishing of multiple headers for messages and faxes. Fax headers are stored as graphic images that are merged with the text when sending a fax.

In this screen, the user sets up the wording for telex, DDD and Internet e-mails headers. These words are automatically added at the top of outgoing messages.

Depending on the fax software installed with the system, a graphics file is stored which is retrieved and merged with message. The installer will arrange to have your fax logo scanned and stored on the system.

Set time atomically

Computers, for all the wonders they do, have never learned how to tell time properly. They seem to drift off by minutes, sometimes hours. This little module calls up the Internet to a site that has an atomic clock and sets the computer’s time accurately.

Inter-Office Memo

If one of you colleagues is on the telephone, instead of writing him a note, you can send a little memo. Seconds after you have clicked send, the following appears on his screen.

Your colleague can then print the message or save it. Saving it will make it available to him in the main menu.