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Short Description

Excerpt

The Hire Payable module automatically retrieves all payable items to an Owner on a detailed level from across Dataloy VMS for Time Charter Contracts (all other payables are handled in Accounts Payable). Once retrieved, the payable items can be reviewed, assembled into invoices and posted to an accounting system. The module provides information about each payable item, based on already available data in Dataloy VMS, for example type of invoice, who the invoice is from, the amount, etc.

Hire payables can, for most business organisations, be defined as accounting transactions handling the invoices due/owed to Owners of vessels under a time charter contract - but is yet to be paid. All invoices are required to be paid within an established timeframe (or payment terms). As time charter contracts are set for a specific timeperiod - not voyage or voyages, the charter hire payables can span multiple vessels and voyages.

 The module consists of three sections:

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Dataloy VMS allows for two methods of cancelling/deleting an invoice: dissolve and reverse. Assembled invoices can be dissolved and the items are returned as unprocessed to the Pending section. Once an invoice is posted it is not possible to dissolve and return an invoice to either the Assembled or Pending sections. The invoice must be reversed. Reversing an invoice will automatically generate a reversing document to be sent to relevant accounting system and to be displayed in the Posted section together with the original invoice (or payment advice). However, it is not possible to reverse invoices if they are payments, are linked to closed voyages (needs to be re-opened first) or the invoices have no document type (contact Dataloy so document type/s can be added). The module also allows for both partial and complete reversal of offhire invoices. Note: If accounting transactions including VAT lines are not properly posting to an accounting system then accounts for VAT Payable have not been mapped or mapped properly. Rectify in the Accounts module. Also, when reversing an invoice the original due date will be stated and be exactly the same as on the original document.

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1. To dissolve an invoice:
   1. Go to Modules > Post Fixture > Hire Payable. The Hire Payable window will open
   2. Click Assembled at left-hand side. The Assembed view will open displaying all assembeld invoices (i.e complete and ready for posting).
   3. Click the invoice to be dissolved in the upper field - it will highlight.
   4. Click Dissolve Invoice. A pop-up will open asking to confirm dissolvement.
      
      
      
      
   5. Click OK. The pop-up vill close and the invoice will revert to the Pending section.
      
      

2. Anchor
   reverse reverse

   To reverse an invoice:
   1. Go to Modules > Post Fixture > Hire Payable. The Hire Payable window will open
   2. Click Posted at left-hand side. The Posted view will open displaying all posted invoices.
   3. Click the invoice to be reversed in the upper field - it will highlight.
      Note: It is NOT possible to reverse invoices
´that
3. 1. that are payments, are linked to closed voyages (the voyages must first be re-opened) or have no document type (the Reverse... button will automatically deactivate).
   2. Click Reverse. A pop-up will open asking to confirm reversal.
      
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   3. Click Yes. The pop-up will close and an Input pop-up open.
   4. Enter the reason for the reversal and click OK.
   5. The pop-up will close and a Credit In row will display in the upper field alongside the original invoice signifying that the invoice has been reversed.
      
      Example:
      
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To Partially Reverse an Offhire

Two methods are possible - changing the original entry (recommended) or reversing and posting a new.

1. Partially reverse offhire by changeing the original entry:
1. Go to Modules > Bookling and Operations > Offhire Browser. The Offhire Browser window will open.
2. Locate applicable vessel. It's details will display in the lower field.
3. In the Offhire Details tab either change
   1. the entered offhire satrt and end dates under Offhire Start Date and Offhire End Date
   2. or the number of days under Offhire Days

   3. or the percentage under % (percentage).

4. Go to Modules > Post Fixture > Hire Payable. The Hire Payable window will open.
5. Open applicable voyage. The change will register as a cost under Pending.
   
   
2. Changing offhire by full reversal and posting a new:
   1. Go to Modules > Post Fixture > Hire Payable. The Hire Payable window will open
   2. Click Posted at left-hand side. The Posted view will open displaying all posted invoices.
   3. Click the invoice to be reversed in the upper field - it will highlight.
   4. Click Reverse. A pop-up will open asking to confirm reversal.
   5. Click Yes. The pop-up will close and an Input pop-up open.
   6. Enter the reason for the reversal and click OK.
   7. Go to Modules > Bookling and Operations > Offhire Browser. The Offhire Browser window will open.
   8. Enter a new offhire where applicable in the Offhire Browser.
   9. Go to Modules > Post Fixture > Hire Payable. The Hire Payable window will open.
   10. Open applicable voyage. The reversed invoice will show as a cos to the user whilst the new a cost to the Owner

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Invoice Printouts/Statement of Accounts

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