Make-A-Booking

Short Description

Dataloy VMS enables users to book cargo either via the the Voyage Estimate module or directly in the Booking and operations module. There are different options available when making a booking, either a new voyage can be created and the cargo to be booked added to it, or an existing voyage can be opened and a cargo can be added to an already existing one, (i.e. a cargo can be booked to be transported by a vessel during the same voyage as another booking).

There are four methods to book a cargo:

Voyage Estimate:
- Creating a new voyage and cargo which, once the estimate is turned into a fixture, will automatically be transferred to operations for execution. Here, the cargo IS the booking.
- Adding a cargo (i.e. making a booking) to an already existing fixture. Once added to the fixture's adjusted estimate, it will automatically transfer to operations.
Booking and Operations:
- Creating a new voyage and cargo directly in operations
- Adding a cargo (i.e. making a booking) to an already existing fixture.

The To-Make-A-Booking process page provides step-by-step instructions on how to perform a booking by creating an new voyage and adding a cargo and by booking a cargo to an already existing voyage both using the Voyage Estimate module and directly in the Booking and Operations module.

Chapters:

[ 1 Make a Booking by Creating a Voyage with Cargo Using Voyage Estimate ] [ 2 Make a Booking by Creating a Voyage with a Cargo Using Booking and Operations ] [ 3 Make a Booking to an Existing Voyage Using Voyage Estimate ] [ 4 Make a Booking to an Existing Voyage Using Booking and Operations ]

Long Description

Make a Booking by Creating a Voyage with Cargo Using Voyage Estimate

Create a voyage and cargo by following the step-by-step instructions at Create a Voyage Charter Calculation/Estimate, Steps 1-8.
Freeze the voyage as per the step-by-step instructions:
Note: BEFORE FREEZING A VOYAGE: Specify the broker commissions entered in the Cargo panel of the Main Calculation field (if applicable) by following the step-by-step instructions of the Create a Voyage Charter Calculation/Estimate, Step 3bi 13a.
This step is retrieved from Modules > Voyage Estimate > Advanced Port Rotation > Turn a Voyage Charter Calculation Into an Actual Voyage.
Go to the Voyage menu and from the drop-down select Booking and Operations.
The Booking and Operations module opens in a separate tab.
Click the vessel the booking was made for in menu tree in the By Vessel tab (left-hand field) - it will highlight.
All the vessel's voyages displays in the Voyage List (upper, right field) - the most recent at the top. The lower fields display schedule, port rotation and other voyage data/tab and in each listed per voyage (and port rotation/voyage).
Note: By default the VMS automatically generates a preliminary estimated voyage schedule, ROB estimation and bunker consumption schedule for the port rotation utilising data of the vessel's previous voyage into the new. By default will the most recent voyage always be listed at the top of the Voyage List.

Example:
In the Voyage List tab:
1. Click applicable voyage in the Voyage List (upper right field) - it will highlight.
2. Review and edit (if applicable) the voyage start date under Start Date.
  Note: The VMS automatically generates a start date of the voyage, by default the departure date date of the last port of the previous voyage. Should normally only need to be modified when entering the first voyage of a vessel. Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
3. Review and edit (if applicable) the voyage ballast port under Ballast Port.
  Note: Ballast port always defaults to the last port of the previous voyage, retrieved from the previous voyage's port rotation. Should normally only need to be modified when entering the first voyage of a vessel.
In the Port Rotation - Schedule tab:
1. Review and edit as applicable (duplicated voyages: edit as applicable) the automatically generated (estimated) voyage schedule up to the current point in time - it will be highlighted in green. Fields to review and/or edit:
  Note: Populated fields can be manually overridden.The voyage schedule automatically recalculates based on any changes made. All changes are auto-saved.
  1. Miles displays the default distance from the previous port calculated by the VMS.
    Note: Change results in At Sea and Arrival fields recalculating as the speed remains constant. The Miles field can also be edited to display actual sailing distance.
  2. Speed displays the default vessel speed.
    Note: Change results in At Sea and Arrival fields recalculating.
  3. At Sea displays the number of estimated days at sea between ports (i.e. number of days from previous port).
    Note: Change results in Speed and Arrival fields recalculating.
  4. Arrival displays the estimated time of arrival (ETA) at a port (or manually entered actual time of berthing).
    Note: Arrival = Departure of previous port + At Sea days. Change of ETA results in the ETB, Speed and At Sea fields recalculating as well as changing preceding port's ETD results in the current port's ETA recalculating. Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
  5. Berthed displays the estimated time of mooring at a port (or manually entered actual time of departure).
    Note: Berthed = Arrival + Xtra days. Change of ETB results in the ETD and Xtra fields recalculating as well as changing the current port's ETA results in the ETB recalculating. Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
  6. Departure displays the estimated time of departure (ETD) at a port (or manually entered actual time of arrival).
    Note: Departure = Berthed + L/D Days. Change of ETD results in the L/D Days field recalculating (load and discharge ports ONLY). Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
  7. L/D Days displays the number of days spent loading and discharging at a port.
    Note: Change results in the ETD field recalculating. L/D Days can ONLY be modified for load- and discharge ports.
  8. Xtra displays the number of extra days in port, i. e. not loading/discharging.
    Note: Change results in the ETB and ETD fields recalculating.
  9. In Port displays the total time spent at port, i.e. from arrival to departure.
In the Bunkers tabs (Bunkers - FO, Bunkers - DO, Bunkers - FO (LS), Bunkers - DO (LS)):
Note: By default the VMS automatically estimates ROB for each fuel type and per port utilising data of the vessel's previous voyage into the new. Populated fields can be manually overridden. The bunker consumption schedule/s will automatically recalculate based on changes made. All changes are auto-saved.
1. Review and edit (as applicable ) ROB amount of fuel in metric tonnes (MT) in the first field and enter the fuel price/MT in the second field under ROB/Price Voyage Start per bunker type in each bunker tab.
2. Review and edit (as applicable ) the generated bunker consumption schedule up to the current point in time per bunker type in each bunker tab - it will be highlighted in green.
  Note: Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
Click the Cargo List tab - all cargoes of the selected voyage displays.
Note: The top cargo will by default be selected with its details displayed in the lower fields.

Example:
Click the newly entered cargo (via the Voyage Estimate module) - it will highlight and its details display in the lower fields.
Note: I.e. the newly made booking (the cargo being the booking).
Review (and edit if applicable) the the displayed cargo details. The fields will be populated with data from the Voyage Estimate and elsewhere in the VMS. Edit if applicable as per To make a booking by creating a voyage with a cargo using Booking and Operations, Steps 11-12.
The booking is complete.
Note: All entered dates are estimated dates of planned future events - not to be changed actual dates and times are available, i.e. enter time and dates of events as they occur as the voyage proceeds. All changes are auto-saved.

Top

Make a Booking by Creating a Voyage with a Cargo Using Booking and Operations

Go to Modules > Booking and Operations > Booking and Operations. The Booking and Operations window opens.
Click the vessel to make a booking for in menu tree in the By Vessel tab (left-hand field) - it will highlight.
Create a voyage for the booking by either
1. entering a new voyage:
  1. Go to the Voyage menu and from the drop-down select New > Actual Voyage.
  2. The New Actual Voyage dialogue box opens.
    Note: Trade templates and patterns for trade are entered, stored and maintained in the Trade Administration module.
  3. Select applicable vessel from the drop-down menu under Vessel.
  4. The vessel's port templates (or trade patterns) displays in the right-hand field.
  5. Locate and click the trade pattern to create a voyage for - it will highlight and its ports display in the left field.
    
    Example:
  6. Click Create Voyage.
  7. The dialogue box will close. Go to Step 4.
2. or by copying an existing one:
  1. Click the voyage to be duplicated in the Voyage List - it will highlight.
  2. Either
    1. click Copy/Move...
    2. or go to the Voyage menu and from the drop-down select Copy/Move...
  3. The Copy/Move Voyage pop-up opens.
  4. Select Copy from the first drop-down menu (left) and ACTUAL from the second (right) under ...voyage to:
  5. Click OK.
  6. The pop-up will close. Go to Step 4.
A new voyage will display at the top of the Voyage List tab and it's port rotation and estimated schedule in the Port Rotation - Schedule tab (lower field). The new voyage's start date and ballast port (Voyage List field), port rotation and preliminary schedule will be automatically generated by the VMS. The estimated port rotation and schedule will display in green in the Port Rotation - Schedule tab. A preliminary estimation for bunker consumptions will also automatically have been generated, available in the Bunkers tabs per bunker type.
Note: By default the VMS automatically generates a preliminary estimated voyage schedule, ROB estimation and bunker consumption schedule for the port rotation utilising data of the vessel's previous voyage into the new.Also, by default will the most recent voyage always be listed at the top of the Voyage List.

Example:
In the Voyage List tab:
1. Review and edit (if applicable) the voyage start date under Start Date.
  Note: The VMS automatically generates a start date of the voyage, by default the departure date date of the last port of the previous voyage. Should normally only need to be modified when entering the first voyage of a vessel. Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
2. Review and edit (if applicable) the voyage ballast port under Ballast Port.
  Note: Ballast port always defaults to the last port of the previous voyage, retrieved from the previous voyage's port rotation. Should normally only need to be modified when entering the first voyage of a vessel.
In the Port Rotation - Schedule tab:
1. Review and edit as applicable (duplicated voyages: edit as applicable) the automatically generated (estimated) voyage schedule up to the current point in time - it will be highlighted in green. The fields to review and/or edit:
  Note: Populated fields can be manually overridden.The voyage schedule automatically recalculates based on any changes made. All changes are auto-saved.
  1. Miles displays the default distance from the previous port calculated by the VMS.
    Note: Change results in At Sea and Arrival fields recalculating as the speed remains constant. The Miles field can be edited to display actual sailing distance.
  2. Speed displays the default vessel speed.
    Note: Change results in At Sea and Arrival fields recalculating.
  3. At Sea displays the number of estimated days at sea between ports (i.e. number of days from previous port).
    Note: Change results in Speed and Arrival fields recalculating.
  4. Arrival displays the estimated time of arrival (ETA) at a port (or manually entered actual time of arrival).
    Note: Arrival = Departure of previous port + At Sea days. Change of ETA results in the ETB, Speed and At Sea fields recalculating as well as changing preceding port's ETD results in the current port's ETA recalculating. Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
  5. Berthed displays the estimated time of mooring at a port (or manually entered actual time of berthing).
    Note: Berthed = Arrival + Xtra days. Change of ETB results in the ETD and Xtra fields recalculating as well as changing the current port's ETA results in the ETB recalculating. Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
  6. Departure displays the estimated time of departure (ETD) at a port (or manually entered actual time of departure).
    Note: Departure = Berthed + L/D Days. Change of ETD results in the L/D Days field recalculating (load and discharge ports ONLY). Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
  7. L/D Days displays the number of days spent loading and discharging at a port.
    Note: Change results in the ETD field recalculating. L/D Days can ONLY be modified for load- and discharge ports.
  8. Xtra displays the number of extra days in port, i. e. not loading/discharging.
    Note: Change results in the ETB and ETD fields recalculating.
  9. In Port displays the total time spent at port, i.e. from arrival to departure.
In the Bunkers - FO tab:
Note: By default the VMS automatically estimates ROB for each voyage for each fuel type (and price) and per port utilising data of the vessel's previous voyage into the new. Populated fields can be manually overridden. The bunker consumption schedule/s will automatically recalculate based on changes made. All changes are auto-saved.
1. Review and edit (as applicable ) ROB amount of Fuel Oil in metric tonnes (MT) in the first field and enter the fuel price/MT in the second field under ROB/Price Voyage Start.
2. Review and edit (as applicable ) the generated bunker consumption schedule of the voyage up to the current point in time - it will be highlighted in green.
  Note: Enter date and time as ddmmyytttt, for example: September 17 2014, 08:00, type: "1709140800". This will display as "17.09.14 08:00".
Repeat Step 7 for the bunker tabs: Bunkers - DO, Bunkers - FO (LS) and Bunkers DO (LS).
In the Cargo List tab:
Note: Lists all cargoes of the selected voyage. The most recently added at the top.
Create a cargo for the voyage either by.
1. entering a new cargo.
  1. Either
    1. click Add
    2. or go to the Cargo menu and from the drop-down select Add.
  2. A blank cargo row displays in the Cargo List tab and the lower field tabs go blank and the Cargo Ports field will empty, (i.e. showing the empty fields of the newly entered cargo, ready to be filled in - except for the automatically generated cargo reference number (unique for each cargo) under Cargo Reference (Main Cargo Details tab)).
  3. Go to Step 11.
2. or by duplicating a cargo in the Cargo List tab:
  1. Click the cargo to be duplicated - it will highlight.
  2. Either
    1. click Duplicate
    2. or go to the Cargo menu and from the drop-down select Duplicate.
  3. A pop-up opens asking to confirm duplication.
  4. Click Yes. The pop-up will close. The duplicated cargo displays and hold the same data as the voyage it was duplicated from - except for the cargo reference number (unique for each cargo) located under Cargo Reference (Main Cargo Details tab).
  5. Go to Step 11.
3. or copy a an existing cargo from the Copy/Move... dialogue box:
  1. Either
    1. click Copy/Move...
    2. or go to the Cargo menu and from the drop-down select Copy/Move....
  2. The Copy/Move dialogue box with a list of previously entered cargoes opens.
    
    Example:
  3. Either
    1. check the cargo or cargoes to be copied under the Select column
      Note: Uncheck to deselect.
    2. or click Select All to check all cargoes under the Select column to be copied.
      Note: Click Deselect to uncheck all selected cargoes.
  4. Click Copy once applicable cargo/es selection is complete.
    Note: The Move function enables the move of a cargo/es from one actual voyage to another. Cargoes CANNOT be moved to estimates, only copied.
  5. The dialogue box will close and the copied cargo/es displays holding the same data as the cargo/es it/they was/were copied from - except the cargo reference number (unique for each cargo) located under Cargo Reference (Main Cargo Details tab).
  6. Go to Step 11.
Enter relevant cargo details to make the initial booking for the new cargo (duplicated and copied cargoes: edit as applicable) in the following tabs and field:
1. In the Main Cargo Details tab:
  1. Enter the load and discharge port/s for the cargo under Port Rotation.
    Note: Enter all load (L) ports, thereafter discharge (D) ports - separated by a slash ("/"). A minimum of one load and one discharge port must be entered. Multiple load and discharge ports are separated by a dash ("-"). Example: load/discharge-discharge. Entered port rotation will automatically display in the Cargo Ports field.
  2. Enter the charterer (customer) under Charterer.
  3. Enter a commodity (i.e. type of cargo) under Commodity.
  4. Enter a sub-commodity (if applicable) under Sub Commodity.
  5. Enter the estimated (booked) cargo quantity (right field) and quantity unit measurement (left field) under Booked Quantity.
    Note: Measurement defaults to metric tonnes (MT).
  6. Enter the charterer's/owner's flexibility in diverting from agreed shipment size (in per cent) (first field) and a deciding term for applying the Quantity % under Quantity Option.