Initial Setup
Before ship arrivals can be registered, certain steps must be completed to configure the system properly:
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Harbor codes and number series must be entered to assign arrival numbers to ships
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“The local ship registry” must be imported, and link ships to the appropriate groups
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Charge items (cost codes) that are to be used, must be created and set up
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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.
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Field |
Explaination |
|---|---|
Ship Arrival
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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
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While the ship is docked, additional entries can be added as needed |
Departure
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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.
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An invoice is created, and custom text can be added if needed.
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The ship arrival status changes to Invoiced.
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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.