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.