How To | Change a Unit Code in TM Master V2

Changing a Unit Code in TM Master V2 affects several system functions, particularly numbering formats and TM Exchange replication. Before making any changes, it is important to understand the impact and ensure all replication processes are properly managed.

Before You Begin

Impact on Numbering Formats

The Unit Code is commonly included in various automatically generated reference numbers. After changing the Unit Code:

• New records will use the updated Unit Code.
• Existing records will retain their original numbers.
• No technical issues will occur within TM Master V2.
• Sorting by number may appear inconsistent because old and new records will contain different Unit Codes.

The following numbering formats may be affected:

• Order Numbers
• Defect/Claim Numbers
• Voyage Numbers
• Movable Asset Proforma Numbers
• Incident Report Numbers
• Order Proforma Numbers
• Failure Report Numbers
• Inspection Numbers
• Observation Numbers

Using an Alternative Unit Code

If you want future order numbers to continue using the previous vessel code, you can configure an Alternative Unit Code:

1. Navigate to Fleet > Units.
2. Open the relevant unit.
3. Select the Settings tab.
4. Enter the previous Unit Code in the Alternative Unit Code field.
5. Go to System > Settings > Number Formats.
6. Update the Order No Format and select Ship alt. code as the ship text value.

Note: Ensure the Alternative Unit Code is not already in use, especially if integrations rely on it.

Impact on TM Exchange

TM Exchange replication files use the Unit Code as part of their file names. The code identifies which vessel each file belongs to and ensures files are routed correctly. As a result, TM Exchange rules must be updated whenever a Unit Code changes.

Before updating any TM Exchange rules, ensure there are no outstanding replication files using the old Unit Code in the COMM folder.

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Procedure: Change the Unit Code and Update TM Exchange Rules

1. Disable the TM Exchange Send Rule (Office)

Disable the TM Exchange SEND rule for the affected vessel.

This prevents new replication files from being generated and sent during the change process. Check the COMM folder for any pending files.

2. Stop the TM Master Service Onboard

Stop the TM Master V2 service onboard the vessel.

This prevents additional replication files from being created while the change is being completed.

3. Verify All Replication Has Been Completed

Confirm that:

• No replication files remain in the COMM folder.
• No files are waiting in the vessel's email account.
• The last file sent from the office has been received onboard.
• You have noted the most recent files sent from the vessel for later verification.

4. Update TM Exchange Rules Onboard

1. Log in to TM Master V2 with an administrator account.
2. Navigate to Tools > TM Exchange > Rules.
3. Open the Send Rule.
4. Update the file mask to reflect the new Unit Code.
5. Verify the Receive Rule is also updated correctly.

5. Change the Vessel Unit Code

1. Navigate to Ship > Details > Settings.
2. Update the Unit Code field with the new value.

6. Restart the Service Onboard

Start the TM Master V2 service onboard the vessel.

7. Verify Office Communications

At the office:

• Confirm no replication files exist in the COMM folder.
• Confirm no pending files exist in the office email account.
• Verify the last file sent from the vessel has been received successfully in the Office TM Exchange log.

8. Stop the Office Service

Stop the TM Master V2 service at the office before updating the office-side TM Exchange rules.

9. Update TM Exchange Rules at the Office

1. Log in to TM Master V2 as an administrator.
2. Navigate to Tools > TM Exchange > Rules.
3. Open the Send Rule.
4. Update the file mask with the new Unit Code.
5. Verify the Receive Rule settings are correct.

10. Update the Office Unit Code

1. Navigate to Ship > Details > Settings.
2. Update the Unit Code field to match the vessel.

11. Restart TM Master V2 Services

Start the TM Master V2 services and verify replication is functioning normally.

The Unit Code change is now complete.

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Troubleshooting

If replication files using the old Unit Code are discovered during or after the change:

• Update the Unit Code in the appropriate location based on the file type.
• Alternatively, rename the file by replacing the old Unit Code with the new one.
• If you are unsure how to proceed, contact your system administrator or support team for assistance.

Best Practice

Before changing a Unit Code, ensure all replication activity has been completed, all replication queues are clear, and both onboard and office TM Exchange rules are updated. Following these steps will help prevent replication failures and file-routing issues after the change.