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Port Manager - Overview of the Process

Initial Setup

Before ship arrivals can be registered, certain steps must be completed to configure the system properly:

  • Harbor codes and number series must be entered to assign arrival numbers to ships

  • “The local ship registry” must be imported, and link ships to the appropriate groups

  • Charge items (cost codes) that are to be used, must be created and set up

  • For each ship group, the relevant cost codes that can be invoiced for that group, must be defined

Registering a Ship Arrival

Harbor supervisors use a system window called Ship Traffic – List. This window displays a list of ships that have passed through the harbor. The view can be customized and filtered by status, such as Departed or Invoiced.

Field

Explaination

Ship Arrival

The harbor supervisor creates a new entry for each ship arrival. Once the registration is confirmed, all applicable charge items expected for that ship are automatically added

While Docked

While the ship is docked, additional entries can be added as needed

Departure

When the ship departs, the Register Departure button is clicked, changing the status of the arrival to Departed. At this point, charges dependent on the ship’s stay duration are re-calculated. The registration is then ready for invoicing, although the invoice does not need to be created immediately

Invoicing - Upon Departure

Ship arrivals with the status Departed and the charge group Arrival are invoiced when appropriate.

  • An invoice is created, and custom text can be added if needed.

  • The ship arrival status changes to Invoiced.

  • The invoice is then posted.

Invoicing - by Billing Period

Some ships stay for extended periods and are therefore invoiced at specific intervals (e.g., monthly, quarterly, or annually) using a batch invoicing process.

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