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VMS - Step by step guides

Bills of Lading

Create Bills of Lading

In the top right corner in the Bills of Lading screen, click the createicon. You will then see a modal where you need to enter the required information in order to create a Bill of Lading.

Start typing in vessel name and select from the drop down. Once the appropriate vessel is selected you may select port call from the drop down. The port call drop down will show discharge ports and voyage reference for the selected vessel. Choose the correct voyage/discharge port.

Next you need to choose Consignee and Notify party from the drop-downs. These fields are retrieved from the sub-cargo level of a cargo. Please see screenshot below from the sub-cargo modal where the two fields for consignee and notify party is highlighted in red:

Edit sub cargo modal is opened by clicking a sub-cargo in the cargo drawer - sub-cargo tab

When the required fields are filled in, you select the corresponding sub-cargo(s) from the table, and click create in the Bills of Lading modal.

Attachments

Click the three dots in the top right corner to reveal the drop-down

Select attachments in the drop-down menu

Modal for adding attachments

Once the attachments is clicked in the drop-down menu this modal will appear and you can drag and drop into the grey area, or simply click the grey area to browse your computer for files to add as attachments

If there are attachments they will appear in the table of the modal

Edit Bills of Lading

Bill of lading drawer

All fields except Vessel and Port can be edited from the drawer.

By clicking the cargo in the bottom table a modal will open where you can edit the cargo itself, and maintain relevant figures that will appear on the B/L when you print it.

Comments tab in the drawer

You can enter comments to the B/L in the system - these will not appear on the printed version. Any comments that are added can be edited or deleted by clicking the three dots to the right of the comment.

Delete Bills of Lading

Go to the OperationsBills of Lading module and open a bill of lading in the drawer.

  1. Click the more iconat top right.

  2. Click Delete.

  3. Click Confirm to delete the bill of lading.

You cannot delete a bill of lading if it has status "released". You must first change the status to "not released".

Print Bills of Lading

Click the three dots in the top right corner to reveal the drop-down

Click the "Print Bill of Lading" and a new window with a printable version of the Bill of Lading will open

Print Sea Waybills

Click the three dots in the top right corner to reveal the drop-down

In the drop-down menu, click "Print Sea Waybill" and a new window will open with a printable version of the Bill of Lading

Voyages

Create VoyagesFind VoyagesMaintain Voyages

Create Voyages

  1. Open the Voyages module in the Operations section.

  2. Click Create Voyagein the top right corner.

  3. Fill in all required fields listed below in the Create Voyage window.

  4. Click Create.

Required fields:

  • Vessel

  • Load Port

  • Discharge Port

By default, new voyages have Voyage Progress set to "Estimate" and Voyage Status set to "T".

Find Voyages

Depending on your access permissions the list of voyages might not be visible.

The "Voyages" module can be located from the menu under "Operations".

  • From the list of voyages using filters

    • Having the list of voyages open in the Voyages module you can use filters to find the voyage you are looking for. Clicking the voyage in the list will open a drawer with additional information.

Maintain Voyages

The details of a voyage can be edited and maintained in the Voyages modules

When you have located the voyage click it and the details will show in a panel (so called "drawer") on the right hand side. Details can be maintained directly in the fields.

Change ballast port

Ability to change ballast port is only possible when the voyage status is estimate or unallocated

Change vessel

Ability to change vessel is only possible when the voyage status is estimate or unallocated, or when the drawer is not opened from FAS

Manage bunker prices

only applicable in voyage status Estimate, Scheduled Unallocated and Scheduled Allocated

In voyage drawer - bunker tab

Click a row to edit bunker price

Modal for editing bunker price

Edit the price for each bunker type in the modal

Edit daily hire

Only applicable when the voyage does not have TCin

The fields next to the vessel can be edited if no TC-in is present

In order to get a complete voyage result estimation it is possible to edit the daily hire and address commission for vessels/voyages that does not have TC-in present in the system.

Business Partners

Find Business PartnersFind Deleted Business PartnersCreate Business PartnersMaintain Business PartnersAdd Contact PersonsAdd Bank AccountsDelete Business Partners

Find Business Partners

Depending on your access permissions the list of business partners might not be visible.

The "Business Partners" module can be located from the menu under Master Data.

  • From the list of business partners using filters

    • Having the list of business partners open in the Business Partners module you can use filters to find the business partner you are looking for. Clicking the business partner in the list will open a drawer with additional information.

Create Business Partners

  1. Open the Business Partners module in the Master Data section.

  2. Click Create Business Partnerin the top right corner.

  3. Fill in all required fields listed below in the Create Business Partner window.

  4. Click Create.

Required fields:

  • Business Partner Type

  • Business Partner Name

  • Short Name

  • Business Partner Code

Maintain Business Partners

When you have located a business partner, click it and the details will show in a panel (so called "drawer") on the right hand side. Details can be maintained directly in the fields.

  • By clicking the secondary actions icon additional actions may be possible.

    • Edit Business Partner Name

    • Delete

    • Restore (if deleted)

    • Permanently Delete (if deleted)

Secondary actions

Add Contact Persons

With a business partner drawer open, locate the section for Contact Persons under the Main Details tab.

Click the "Add Contact Person" + icon and fill in the given fields to add a contact person to the business partner.

Add Bank Accounts

With a business partner drawer open, locate the section for Bank Accounts under the Financial tab.

Click the "Add" + icon and select a bank account to add the bank account to the business partner.

Delete Business Partners

  • Delete a Business Partner

    • Find and click in the list the business partner to delete. On the menu open the three dots and find the button "Delete". This will soft delete the business partner. It can be found again by filtering on deleted items in the list.

  • Permanently Delete a Business Partner

    • Find the deleted business partner to permanently delete. Use the icon on the top menu illustrated with the three dots. Find and click "Permanently Delete". This will permanently delete the business partner.

Find Deleted Business Partners

From the list of business partners you can access any previously deleted entities using the using the "deleted items" toggle switch indicated below.

Vessel

Find VesselsCreate VesselsFind Vessel Speed and Consumption DataFind Vessel Internal DataFind AIS and Weather ReportsAIS-subscriptionView Vessel Route from Previous Port to Next Port

Create Vessels

  1. Open the Vessels module in the Master Data section.

  2. Click Create Vesselin the top right corner.

  3. Fill in all required fields listed below in the Create Vessel window.

  4. Click Create.

Required fields:

  • Vessel Name

  • Vessel Type

Find Vessels

Depending on your access permissions the list of Vessels might not be visible.

The "Vessels" module can be located from the menu under Master Data.

  • From the list in Vessels module using filters

    • Having the list of Vessels open you can use filters to find the vessel you are looking for. Clicking the vessel in the list will open a drawer with additional information.

Find Vessel Speed and Consumption Data

Vessel "Speed and Consumption data" can be accessed in the top tab menu of the vessel master data screen. Details can be maintained directly in the fields or from the table actions.

Add Main Engine Speed

To add a Main Engine Speed to a vessel, navigate to the Speed and Consumption section of the Vessel drawer.

In the Main Engine table, click the add button and fill in the fields.

Add Bunker Type

To add a Bunker Type to a vessel, navigate to the Speed and Consumption section of the Vessel drawer.

In the Bunker Types table, click the add button and fill in the field.

Find Vessel Internal Data

Vessel "internal data" can be accessed in the top tab menu of the vessel master data screen.

For "old" vessels that you have in the system that has minimum of one commenced voyage, the internal data should already be established. For new vessels, or vessels without commenced voyages, then these vessels you need to "Create Internal Data" as per below indicated.

Below three items need to be filled in to create

Once this is done it will be possible to access below screen

Find AIS and Weather Reports

The vessel "AIS Data and Weather Report data" can be accessed in the top tab menu of the vessel master data screen. For the tab to be enabled an AIS position has to be available.

AIS-subscription

How to enable or disable AIS-subscription

You can enable or disable the subscription to AIS-positions for a vessel. There is an icon on the top right corner of a vessel drawer. If the icon is light grey it indicates that the vessel has no IMO-number registered. If the icon is darker grey it indicates that it is not subscribing to AIS-positions. If the icon is blue it indicates that the vessel is subscribing to AIS-positions.

View Vessel Route from Previous Port to Next Port

In the vessel drawer on the top right side there is a small map displaying the vessels last known position. This position is retrieved from AIS-positions for vessels which are subscribing to this feature, for vessels which are not subscribing the latest position is retrieved from the latest position report entered in the system. In addition to this you can now view the route from Dataloy Distance Table from previous port to next port displayed in the same map. The route is the green line in the map.

Users

Create UsersMaintain UsersChange User PasswordsFind UsersDisable Users

Create Users

  1. Open the User Administration module in the System section.

  2. Click Create New Userin the top right corner.

  3. Fill in all required fields listed below in the Create New User window.

  4. Click Create.

Required fields

Field

Description

User Code

A short identifier used for logging in

User Name

The user's name that is displayed in the system

Password

Password used for logging in

Email

Email address for notifications

Security Role

Restricts access to modules and the API

Vessel Users

The security role "Vessel" is designed to grant access for users onboard ships. See Create a Ship Master Role in VMS.

Permissions in the Java VMS

In order to perform actions in the Java VMS a user must also belong to a Security Group.

Groups, roles and their permissions are maintained in the Manage Permissions module in the Java VMS.

Create a Ship Master Role in VMS

As of version Release 5.3 it is possible to introduce crew onboard to the VMS and create an efficient, "one time entry" work process in the system.

The functionality with establishing a master role involves giving them access to only their relevant port calls. In order to establish this filter for the user we need to link their credentials to their particular vessel.

Pre requisite for below is that vessel has been created, user for the ship has been created with security role "Vessel" (only this security role) and internal data tab should be enabled.

Step 1: Access vessel master data screen and insert vessel user in the "Master User" field as indicated below. This action will link the vessel to the user so that Crew only see their relevant port calls in the VMS

Maintain Users

When you have located a user, click it and the details will show in a panel (so called "drawer") on the right hand side. Details can be maintained directly in the fields.

  • By clicking the secondary actions icon additional actions may be possible.

    • Edit User Name

    • Disable User

Secondary actions

Change User Passwords

Find the user to change password. Locate the password input field and fill in the new password.

When all the verifications are met, press enter or click outside of the input field to submit, the password will be changed if no notifications are displaying otherwise.

Find Users

Depending on your access permissions the list of users might not be visible.

The "User Administration" module can be located from the menu under System.

  • From the list of users using filters

    • Having the list of users open in the User Administration application you can use filters to find the user you are looking for. Clicking the user in the list will open a drawer with additional information.

Find Inactive Users

  • From the list of users using filters

    • Having the list of users open in the User Administration application you can use filters to find inactive users by toggling the Deleted Items switch.

Disable Users

  1. Find the user to disable.

  2. Open the actions menuand click Disable User. This will prevent the user account from logging in.

  3. The user can be found again by filtering on inactive users in the list.

The actions menu

Port Calls

Find Port CallsMaintain Port CallsRegister ArrivalsRegister DeparturesRegister Noon ReportsRegister In Port ReportsView Vessel Reports on Port CallsView Bunker Orders on Port Calls

Find Port Calls

To access the overview of port calls in the Voyage Manager you can navigate to the link called "Port Calls" located in the menu under "Operations" category.

Note: Depending on your access permissions the list of port calls might be pre-filtered basis your system user security rights.

  1. As Operator of a vessel you can quickly filter the list to only show "your" port calls with the quick filter called "My Port Calls"

  2. You are also able to filter on historical port calls with the button "Show Historical Port Calls"

  3. Additional filtering is possible using the icons positioned beside the quick filters

Specialty role: Vessel User If you are a user onboard a vessel the list will be showing only port calls related to that vessel.

Maintain Port Calls

When you have located a Port Call, click it and the details will show in a panel (so called "drawer") on the right hand side. Details can currently not be maintained directly in the fields.

At the top of the drawer you can locate an action menu with several action options:

  • Register Arrival

  • Register Departure

  • Register Noon Report

  • Register In Port Report

Speed Order

It is possible to change the instructed speed for each port call. This is a choice limited to the vessels speed and consumption combinations only depending on the leg being in ballast or laden.

  • The dropdown shows both the speed and consumption

  • Each speed will only affect the port call (leg) in question.

To add a speed for a vessel see the vessel documentation.

Register Arrivals

To register an arrival in a Port, open the drawer for the given Port Call by clicking it in the list. Then click the icon at the top of the drawer and select "Register Arrival". A dialog will open and allow you to enter the arrival details.

Register Departures

To register a departure in a Port, open the drawer for the given Port Call by clicking it in the list. Then click the icon at the top of the drawer and select "Register Departure". A dialog will open and allow you to enter the departure details.

Register Noon Reports

To register a Noon Report, open the drawer for the given Port Call by clicking it in the list. Then click the icon at the top of the drawer and select "Register Noon Report". A dialog will open and allow you to enter the details.

Register In Port Reports

To register a In Port Report, open the drawer for the given Port Call by clicking it in the list. Then click the icon at the top of the drawer and select "Register In Port Report". A dialog will open and allow you to enter the details.

View Vessel Reports on Port Calls

With below it is possible to keep track of incoming vessel reports. Note: if you want to keep track of incoming reports from multiple vessels or a fleet then check out this page

To view Vessel Reports, open the drawer for the given Port Call by clicking it in the list. Then click the tab "Vessel Reports" at the top of the drawer and a list with registered reports will be displayed.

To view a given report, click the wanted report in the list and a new drawer will open with further details.

Noon Report

Note: if you want to keep track of incoming reports from multiple vessels or a fleet then check out this page

View Bunker Orders on Port Calls

To view bunker orders on a Port Call, open the drawer for the given Port Call by clicking it in the list. When inside the drawer click the "Bunker Orders" tab, which will display registered bunker orders in a table.

By clicking a row in the bunker order table, a new drawer view will open with additional bunker order information like in Maintain Bunker Orders.

Port Services Orders

Create Port Services Orders

Create Port Services Orders

  1. Open the Port Services Orders module under Operations in the menu.

  2. Click Create Port Services Order in the top right corner.

  3. Fill in the required fields for your order.

  4. Click in the Order Lines section to add at least one order line.

  5. Click Create when you are done adding order lines.

Maintain Port Services Orders

Changes to a port services order are done from the drawer that opens after creating a port services order.

To maintain an already existing port services order, open the OperationsPort Services Orders module and click the order you want to change. It will now open in the drawer.

Editing an order

Order details

You can change order date, supplier and cost details under "Order Details".

The total port cost of the order lines are calculated for estimate (advanced), revised, and final.

Order reference

  1. Click the more iconat top right.

  2. Select Edit order reference.

  3. Make changes to the reference in the window.

  4. Click Save.

Status

You can change the status of the order at all times. There are three statuses, "estimate", "revised", and "final".

  1. Click the more iconat top right.

  2. Select Set status to <status>.

Creating order lines

Clickin the "Order Lines" section to create a new order line.

Tip: You cannot set the revised and final cost of an order line until after it has been created. Open an already created order line from the list to set these values.

Delete Port Services Orders

Go to the OperationsPort Services Orders module and open a port services order in the drawer.

  1. Click the more iconat top right.

  2. Click Delete.

  3. Click Confirm to delete the order.

Bunker Orders

The Bunker Management module allows you to register and follow a bunker order's workflow from requirement to a paid invoice. The module also enables bunker management systems and agents to make full two-way integrations. Currently two Bunker Procurement Systems (BPS) have made integrations, and have been successfully tested: Clearlynx and World Fuel Service's BunkerLine.

Bunker estimates can still be maintained in "Booking and Operations", allowing you to create detailed voyage estimates. These estimates will later be used as default values when creating the bunker requirement or order.

Advantages:

  • Enter two products (bunker requirements/order lines) on the same port, without the need to add two bunker port calls.

  • Run reports and statistics based on all the bunker orders, per port, per supplier, status, etc.

  • Get a list of future bunker requirements across the fleet.

  • Quickly search and filter on all of the bunker orders by vessel, supplier, port, etc.

  • Support for integration with bunker procurement systems, such as ClearLynx and World Fuel Services.

Create Bunker OrdersFind Bunker OrdersMaintain Bunker OrdersStem Bunker OrdersRegister Delivery Against a Bunker OrderCancel Bunker OrderDelete Bunker Order

Create Bunker Orders

This is done in your java client of the VMS.

Create from a port call

A bunker order can efficiently be added directly from "Booking And Operations" module (in your java client VMS) when having a port call in focus. Either based on the bunker estimates registered, or straight as a bunker order requirement.

Select the port call where you are bunkering and click the "Create new Bunker Order" button from the menu.

A dialog will show a bunker order with the details filled out from the estimates, if there are no estimates please fill in all the details of the bunker order such as Bunker Type, Min/Max quantity, assumed bunker price and supplier.

If you add estimates for several bunker types, all types will be defaulted when you create a bunker order.

NOTE: Defaults will not be set for port calls that already have bunker order tied to it.

Create bunker order from scratch

If already situated in the "Bunker Management" application you can create a new bunker order directly there. Click the Create Bunker button in the upper right corner and fill out the vessel and port call together with the other necessary details.

If there are estimates registered in the "Booking and Operations" module these will be defaulted in the details (such as bunker type, quantities and bunker prices)

Maintain Bunker Orders

The details of a bunker order can be edited and maintained in the Bunker Management application.

When you have located the bunker order click it and the details will show in a panel (so called "drawer") on the right hand side. Details can be maintained directly in the fields.

Adding a product (bunker order line)

If you want to add a product for a given order click the "+" button above the list of products. Then a dialog will show and allow you to enter the details.

Maintaining bunker order lines details

If you want to edit the details of the bunker order line (bunker type, quantity or unit price) click the bunker order line and a dialog will show allowing you to change.

Bunker Type: If estimating bunker intake, the bunker type set will default to the grade this vessel is set up with in your vessel administration screen. If you need to change this you can do that in the below screen or when you actually place/create the order.

Find Bunker Orders

Bunker orders can be located in three ways:

  • From "Booking and Operations" module

    • Find the voyage and port in "Booking and Operations" module and click the "Bunker Orders" button there. The list of all bunker orders for that port call will show.

  • From the list of bunker orders using filters

    • Having the list of bunker orders open in the Bunker Management application you can use filters to find the bunker order you are looking for.

  • From the Bunker Requirement list

    • Filter the bunker requirement list as per above to locate the bunker order. This list will show all bunker order lines across all bunker orders.

Stem Bunker Orders

When a bunker order requirement is stemmed you should update the system with the agreed supplier, prices and quantities and status.

Register the information and click the "action button" with three dots on it, and a menu of actions shows. Click the "Stem" button and the status is transitioned to "Stemmed" if all the requirements are fulfilled.

REQUIRED DETAILS

The required details for this status are:

  1. Supplier

  2. A bunker order line with "Bunker type", "Min Quantity" and "Unit Price"

Register Delivery Against a Bunker Order

When delivery is taken by the vessel the "Bunkered Quantity" and "Delivery Date" must be registered in the application. Fill in the required fields and click "Register Delivery" on the action menu.

Ship Role: It is possible for the the a Ship user with the vessel security role to register this information his side and upload the bunker delivery note as an attachment in the system.

REQUIRED DETAILS

Required details for "Registering Delivery" on a bunker order are:

  1. Supplier

  2. At least one bunker order line with "Bunker Type", "Bunkered Quantity" and "Unit Price"

  3. Delivery Date

Cancel Bunker Order

When a bunkering is canceled, the bunker order needs to be either canceled or deleted.

  1. Click a bunker order in the Bunker Orders module list.

  2. When the drawer opens, open the action menuin the top right.

  3. Click the Cancel button to cancel the bunker order.

Canceling a bunker order will update and recalculate the ROB figures and bunker prices on the voyage. The voyage result will be impacted.

Delete Bunker Order

Deleting a bunker order entirely removes the order and all its history. This option is suitable when a bunker order is cancelled, or the entire port call or voyage is cancelled.

Click the delete button from the action menu. If the bunker order is not cancelled prior to this...then the delete button will not be active in the menu.

Precautions:

  1. Any assembled bunker invoices in Accounts Payable have to be "Un-Assembled".

  2. Any posted bunker invoices in Accounts Payable have to be "Reversed"

  3. Only "Cancelled" bunker orders can be deleted.

Cargoes

You are able to keep in control of all your organisations inserted cargoes using the cargo module in VMS.

Create CargoesMaintain CargoesFind Cargoes

Create Cargoes

Create New CargoCreate Cargo From Template

Create New Cargo

  1. Open the Cargoes module in the Chartering section.

  2. In the top right corner, click Create.

  3. Select Create New Cargo.

  4. Fill in the required fields and any additional information about the new cargo.

  5. Click Create.

Required fields:

  • Load Port

  • Discharge Port

  • Charterer

  • Commodity

Create Cargo From Template

To efficiently create a cargo you can use a CoA Template or a Budget Template.

CoA Templates are the template cargoes that are maintained in the CoA module.

Budget Templates are cargoes that come from the budget.

  1. Open the Cargoes module in the Chartering section.

  2. In the top right corner, click Create .

  3. Select Create Cargo From CoA Template or Create Cargo From Budget Template.

  4. Select the cargo template you wish to use from the list.

  5. Click Create.

Maintain Cargoes

Once you have located a cargo in your cargo list you can click this cargo and open up the cargo booking. You can maintain/edit the particulars of this cargo from this screen.

Laycan dates are validated client side, indicated in red if one of the dates, either commencing or cancelling date is missing. The validation is separate for Laycan- and for Laycan target-fields.

Find Cargoes

The webVMS contains all cargoes created in your system. To access this list you should navigate in the menu to the "Cargoes" link. This will open up your list of cargos.

There are several sorting and filtering options available for you to narrow down what you include in the list view. The sorting functionality is located in the top right corner of the list table. See below screenshot

Sorting and filtering

Allocate Cargo

  1. Click a cargo in the Cargoes module list.

  2. When the drawer opens, open the action menuin the top right.

  3. Click the Allocate Cargo button to open a dialog for allocation.

Action menu

To allocate the cargo select a vessel and a matching voyage.

Allocate Cargo dialog

There can only be one matching port call for a given cargo port, you will otherwise be notified with an error message saying if there are several matching port calls found or no match. If that is the case please update the schedule and try again.

Available voyages prerequisites

Only voyages with status Unallocated, Allocated, Nominated and Operational. Note: It is currently not possible to allocate to budget or scenario voyages

Create Commissions

  • Click a cargo in the Cargoes module list.

  • When the drawer opens, find the "Commissions" tab and open it.

Commissions in Cargo drawer
  • Click the icon to open a dialog to enter values, where "Broker" is mandatory.

Create Commission dialog in Cargo drawer

To edit the details after creation, click the line in the table and the same dialog will open.

Template Cargoes

Template cargoes are currently handled in Contract of Affreightment Line module.

Template Cargoes

Capacity Plan

The capacity plan gives you a monthly overview if your fleet is over or under booked with cargoes. For each months and each trade, we compare the available cargoes to the capacity in your fleet which is serving that trade.

To open the Capacity Plan, go to Chartering > Cargoes and select Capacity Plan in the top bar.

Overview

You can navigate between the current month and future months at the top of the dashboard. You also filter to restrict the view to a particular set of trades.

The are three summary cards at the top displaying information on all trades selected in the filter :

  • Free capacity: Total deadweight - total weight

  • Deadweight: Total deadweight of vessels loading in the selected month

  • Weight: Total weight of cargoes with laydays commencement in the selected month.

For free capacity and weight, we distinguish between total values and fixed values. The latter takes only cargoes into account which have status "Clean Fix".

Category

Status

Not Fixed

Indication

Firm Offer

Working

On Subject

Fixed

Clean Fix

Summary

Description

Values

Free Capacity

Remaining deadweight tonnage summing all vessels and cargoes

Total: Deadweight - total weight

Fixed: Deadweight - fixed weight

Deadweight

Deadweight of vessels

Total: Sum of deadweight of vessels

Weight

Weight of cargoes

Total: Sum of weight of cargoes of any status

Fixed: Sum of weight of cargoes of fixed status

Trade panels

An expandable panel is shown for each trade, with totals for that trade. There are two lists inside the panel, one for cargoes by charterer and one for vessels.

Cargoes by charterer

In each trade panel there is a list of total cargo weight and volume grouped by charterer. Only cargoes where laydays commencement lies in the selected month are counted.

All "fixed" charterer cargo totals are listed first, while "not fixed" entries are indicated in grey.

Column

Description

Charterer

Name of the charterer

Weight (MT)

Total cargo weight in metric tons

Volume (M³)

Total cargo volume in cubic meters

Vessels

In each trade panel there is a list of vessels. For each voyage in the master fleetplan, the vessel that voyage is allocated to is listed if the following two criteria are met:

  1. The voyage is marked with this trade or its performance cargo belongs to the trade.

  2. The voyage has arrival date in the first load port within the selected month.

Column

Description

Vessel

Name of vessel

DWT

Deadweight of the vessel

Open Date

Arrival date in the first load port

Open Port

First load port

Previous Trade

Trade of the previous voyage on the vessel

Broker Commissions

Create CommissionsMaintain Broker CommissionFind Broker Commission

Create Commissions

Creation of commissions are currently handled in the Cargoes module.

Create Commissions

Find Broker Commission

Depending on your access permissions the list of broker commissions might not be visible.

The "Broker Commissions" module can be located from the menu under "Chartering".

  • From the list of broker commissions using filters

    • Having the list of broker commissions open in the Broker Commissions module you can use filters to find the broker commission you are looking for. Clicking the broker commission in the list will open a drawer with additional information.

Filters for the broker commissons list

Maintain Broker Commission

When you have located a Broker Commission, click it and the details will show in a drawer on the right hand side. Details can currently not be maintained directly in the fields.

Commission Contributors

Commission Contributors in Broker Commission drawer
  • To add contributors, click the icon to open a dialog to enter values.

Add Commisson Contributor dialog in Broker Commission drawer

To edit the details after creation, click the line in the table and the same dialog will open. The same dialog offers the option to delete the selected contributor.

The total commission contributors must equal 100% to be able to save

Contracts of Affreightment

Find Contracts of AffreightmentCreate Contracts of AffreightmentMaintain Contracts of AffreightmentContract of Affreightment LinesFind Contract of Affreightment LinesCreate Contract of Affreightment LinesMaintain Contract of Affreightment LinesTemplate CargoesFind Template CargoCreate Template CargoMaintain Template Cargo

Create Contracts of Affreightment

To create a new contract, navigate to the Contract of Affreightment module under Chartering from the menu and click the Create Contract of Affreightment button in the top right corner.

When creating new contract there are some details that are mandatory.

Mandatory details:

  • Charterer

  • CoA Number

  • Commencement Date

  • Expiry Date

  • Commodity

  • Currency

  • Business Unit

  • Company

  • Charterer Responsible

  • Freight Rate

  • Load Port

  • Discharge Port

Maintain Contracts of Affreightment

When you have located a Contract of Affreightment, click it and the details will show in a drawer on the right hand side. Details can be maintained directly in the fields.

  • By clicking the secondary actions icon (icon = 3 dots) additional actions may be possible.

    • Edit Contract Number

    • Delete

Find Contracts of Affreightment

Depending on your access permissions the list of Contracts of Affreightment might not be visible.

The "Contracts of Affreightment" module can be located from the menu under Chartering.

  • From the list in Contracts of Affreightment module using filters

    • Having the list of contracts open you can use filters to find the contract you are looking for. Clicking the contract in the list will open a drawer with additional information.

Contract of Affreightment Lines

Find Contract of Affreightment LinesCreate Contract of Affreightment LinesMaintain Contract of Affreightment LinesTemplate Cargoes

Find Contract of Affreightment Lines

Depending on your access permissions the table of Contract of Affreightment Lines might not be visible.

The list of Contract of Affreightment Lines can be located from the Contract of Affreightment drawer.

  • From the table in Contract of Affreightment drawer

    • Having the drawer for Contracts of Affreightment open you can locate the table listing the Contract of Affreightment Lines. Clicking a line in the table will open a drawer with additional information.

Create Contract of Affreightment Lines

To create a new Contract of Affreightment Line, navigate to the Contract of Affreightment drawer and click the create button.

A new window will open which you need to fill in as applicable.

Mandatory details:

  • Termination Date

  • Total Quantity

Maintain Contract of Affreightment Lines

When you have located a Contract of Affreightment Line, click it and the details will show in a drawer on the right hand side. Details can be maintained directly in the fields.

  • By clicking the secondary actions icon (3 dots icon) additional actions may be possible.

    • Delete

Template Cargoes

DOCUMENTATION COMING SOON

Create Template CargoMaintain Template CargoFind Template Cargo

Create Template Cargo

To create a new Template Cargo, navigate to the Contract of Affreightment Line drawer and click the create button.

When creating new template cargo there are some details that are mandatory.

Mandatory details:

  • Commodity

  • Load Port

  • Discharge Port

Maintain Template Cargo

When you have located a Template Cargo, click it and the details will show in a drawer on the right hand side. Details can be maintained directly in the fields.

  • By clicking the secondary actions icon additional actions may be possible.

    • Delete

Find Template Cargo

Depending on your access permissions the table of Template Cargoes might not be visible.

The list of Template Cargoes can be located from the Contract of Affreightment Line drawer.

  • From the table in Contract of Affreightment Line drawer

    • Having the drawer for Contracts of Affreightment Line open you can locate the table listing the Template Cargoes. Clicking a line in the table will open a drawer with additional information.

Vessel Reports

Find Vessel ReportsCreate Vessel Reports

Find Vessel Reports

Depending on your access permissions the list of Vessel Reports might not be visible.

The "Vessel Reports" module can be located from the menu under Operations.

  • From the list in Vessel Reports module using filters

    • Having the list of vessel reports open you can use filters to find the report you are looking for. Clicking the report in the list will open a drawer with additional information.

  • From the list in Vessel Reports module using quick filters

    • Having the list of vessel reports open you can use quick filters to find the reports you are looking for.

Create Vessel Reports

To create a new vessel report, navigate to one of the following pages for maintaining a port call:

  • Register Arrival

  • Register Departure

  • Register Noon Report

  • Register In Port Report

Voyage Analysis Dashboard

The Voyage Analysis Dashboard was established to give Senior Operator’s (primarily operations and chartering managers) visibility over day to day voyage operations and their possible deviations. This to enable faster reaction from staff to problems and deviations in voyages. Ship owners can get an early warning for a number of selected voyages operated by different operators and be able to identify and react quickly to problems and deviations. Daily snapshots are automatically taken for every voyage in progress. The main dashboard window displays voyage figures with deviations on voyages waiting to be operationally closed.

Red = deviation has negative impact on voyage result Blue = deviation has positive impact on voyage result Black = no impact on voyage result

Log In

Depending on your access permissions Voyage Analysis Dashboard might not be visible.

The "Voyage Analysis Dashboard" module can be located from the menu under Chartering.

Unless you are logged in automatically enter your username and password, click login and the main dashboard window opens.

Viewing and Managing Deviated Voyages

The Senior Operator views the Voyage Analysis Dashboard to identify voyages with deviations on voyages waiting to be operationally closed.

  • The Operator views the voyage analysis dashboard to identify voyages with problems – highlighted at the top of the Deviations tab. Below the Deviations tab the User locates a tab listing voyages with acknowledged deviations and a tab with voyages without deviations.

  • The Senior Operator creates and saves filters to ensure that only the voyages, operators and vessels he/she are responsible for will display at the next login.

  • The Senior Operator starts at the top with the most important voyages, discusses with an Operator why there is a deviation, returns to the voyage analysis dashboard to add a comment/remark about why. The procedure is repeated until only voyages with current good results are left.

  • The Senior Operator may also change the sensitivity to see possible impact on changes. He/she may also open detailed graphs displaying voyage progression alongside entered remarks and view the audit log history of any actual changes made. Any remarks made by an Operator explaining the difference in numbers are also registered. A Senior Operator must then only acknowledge that the figures have been seen. If the Senior Operator can also view the Post Voyage Analysis for more detailed information of any voyage.

Red = deviation has negative impact on voyage result Blue = deviation has positive impact on voyage result Black = no impact on voyage result

Viewing and Managing Deviated Voyages

  1. Create filters by area and/or operators by clicking the Area and/or Operator icons and select relevant Area/s and/or Operator/s. Note: Only voyages with Progress = Scheduled or Operational are included.

The system automatically updates, displaying only the selected voyages, operators and vessels.

Example 1.0

2. Click applicable voyage in the Voyage Analysis Dashboard window.

Example 2.0: Vessel Adriana

3. Click applicable remark to view comments from Operators and to select concern type.

The information of the selected remark displays to the right of the remarks list. The Senior Operator views the comments from the Operator and selects concern type.

Example 3.0

4. Click applicable remark/s edit icon to open the Edit Remark comments field. Note: Hover the cursor above and the icon will switch from black to red. Also, a remark can be added by an operator without access to the dashboard by entering a remark against the voyage (using the standard remarks function). It will appear in the dashboard as well and vice versa.

The Edit Remark icon switches from black to red and once clicked the Edit Remark pop-up opens.

Example 4.0
Example 4.1: The Edit Remark field

5. Enter follow-up time and click Save Remark.

The Edit Remark field will close and the added follow-up time saved.

6. Click Acknowledge Deviations.

A pop-up requesting a remark prior to acknowledging the deviation opens.

Example 6.0

7. Enter comments to accept the deviation and click Create Remark.

The pop-up will close, the remark added and the voyage moved from the Deviations tab to the Acknowledged tab. The pop-up containing data for the selected voyage will close and the tab listing voyages with deviations will fill the screen.

8. The Senior Operator returns to the main voyage screen and selects the next voyage with deviations.

Steps 1-7 are to be repeated until only voyages with current good results are left.

Viewing Post Voyage Analysis Detail

1. Click applicable voyage in the Voyage Analysis Dashboard window.

A pop-up opens covering the screen containing data for the selected voyage and additional information, graphs and post voyage analysis overview and remarks fields.

Example 1.0: Vessel Adriana

2. For voyage information, view the Post Voyage Analysis, located to the right.

Example 2.0: Vessel Adriana

3. Click the blue boxes in the graph above the remarks.

For each, a separate detailed voyage audit log opens.

Example 3.0

4. Click Close.

The Detailed Voyage Audit Log will close. No changes can be made in it - for information purposes only.

5. Click applicable remark to view comments from Operators and to select concern type.

The information of the selected remark displays to the right of the remarks list. The Senior Operator views the comments from the Operator and selects concern type.

Example 5.0

6. Click applicable remark/s edit icon to open the Edit Remark comments field. Note: Hover the cursor above and the icon will switch from black to red. Also, a remark can be added by an operator without access to the dashboard by entering a remark against the voyage (using the standard remarks function). It will appear in the dashboard as well and vice versa.

The Edit Remark icon switches from black to red and once clicked the Edit Remark pop-up opens.

Example 6.0
Example 6.1: The Edit Remark field

7. Enter follow-up time, comments querying the deviation and click Save Remark.

The Edit Remark field will close and the added follow-up time and comments querying the deviation saved.

8. Click Close.

The main voyage pop-up will close, the remark added. The voyage is returned to the Operator for further feedback and discussion. The voyage remains listed in the Deviations tab.

9. Click the deviations settings icon at the top left above the Deviations tab.

The Deviations Settings pop-up opens.

Example 9.0: The Deviations Settings pop-up

10. Alter the parameters in the pop-up and click Save.

The parameters automatically updates according to the new settings. The main Deviations voyage screen automatically updates.

11. The Senior Operator returns to the main voyage screen to see if there are other voyages with deviations.

Steps 1-7 are to be repeated until only voyages with current good results are left.

No Freight Received

1. Log in to the main Voyage Analysis Dashboard window.

Successful login - the main dashboard will open covering the screen.

2. A voyage is noticed not to have received freight.

No information will show regarding freight for the voyage in the main dashboard window.

3. Check the additional ETA fields of the voyage in the main dashboard for further information.

The ETA information of the voyages are displayed across the main dashboard.

4. The responsible Operator is contacted to determine freight status.

The information provided by the Operator should be added to the system.

5. Click applicable remark to view comments from Operator/s.

The information in the selected remark displays to the right of the remarks list. The Senior Operator views the comments from the Operator (if any).

Example 5.0

6. Click applicable remark/s edit icon to open the Edit Remark comments field. Note: If there is/are no remark/s - add a remark. Also, a remark can be added by an operator without access to the dashboard by entering a remark against the voyage (using the standard remarks function). It will appear in the dashboard as well and vice versa.

The edit remark pop-up opens.

Example 6.0: The Edit Remark field

7. Enter concern type, follow-up time, comments and click Save Remark.

The Edit Remark field will close and the added concern type, status, follow-up time and comments saved.

8. Click Acknowledge Deviations.

A pop-up opens requesting a remark be created prior to acknowledging the deviation.

Example 8.0

9. Enter appropriate comment to accept the deviation and click Create Remark.

The pop-up will close, the remark added and the voyage moved from the Deviations tab to the Acknowledged tab. The pop-up containing data for the selected voyage will close and the tab listing voyages with deviations will fill the screen.

Notifications

You can set up VMS to alert you when an event happens, such as when the delivery date of a bunker order is updated. Notifications can either be sent as a browser push notification, email, or both.

Turn notifications on or off

By default, you will not receive any notifications until you turn them on.

  1. At the top right of the VMS, click your avatar button to open the user menu.

  2. Click Account.

  3. Click Notification Settings.

  4. Select the alert events you want to receive notifications for by checking at least one channel (push notification or email).

The notification panel

Whenever you receive a notification it will also be shown in a list that is available from all modules. An indicator will also show the number of unread notifications.

At the top right of the VMS, click the bell icon to open the panel.