Create-Unallocated-Voyages Process

Short Description

Unallocated voyages of high quality can be generated efficiently in order to plan future voyages and to have them allocated in a timely manner. The unallocated voyages are either based on Scheduled Budget Voyages or created in the Voyage Estimate and Booking and Operations modules.

An unallocated voyage can be defined as planned/contracted voyages to be performed that have yet to be assigned a vessel. There is no limit as to how many unallocated voyages can be entered and scheduled in the VMS. Any type of voyage can be an unallocated voyage, i.e. those with a fixed trade (i.e. has a laycan), contractual voyages, on-going voyages (no laycan) and "undefined" voyages, (voyages not yet decided when or with what vessel they are to take place), etc.

 The Create-Unallocated-Voyages Process can be performed through different methods in Dataloy VMS. Either through the:

• Voyage Estimate: 
  • Enter a new estimate and schedule it as an unallocated voyage (both Voyage- and Time Charter).
•  Booking and Operations:
  • Enter a new booking and schedule it as an unallocated voyage (both Voyage- Charter and Time Charter) or base it on an scheduled Budget Voyage.
• COA Planner:
  • Based on scheduled Budget Voyages.

Long Description

Create an Unallocated Voyage (Voyage Charter) using Voyage Estimate

1. Create a new voyage charter or locate and/or copy an existing voyage charter to be scheduled as an unallocated voyage by following the step-by-step instructions at Create a Voyage Charter Calculation/Estimate, Steps 1-8. 
2. If the voyage is
   1. not COA-based: leave LayCan fields of applicable cargo blank in the Cargoes field (for duplicated voyages: delete any existing LayCan dates).
      Note: Laycan fields are to be blank to enable scheduling at whatever date, for example for "dummy-voyages".
      
      Example:
      
      
      
      
   2. COA-based: Ensure the COA is linked to the estimate (COA field) and enter laycan dates.
3. Go to the Voyage menu and from the drop-down select Schedule > Unallocated Voyage....
   
   
   
   
4. The Freeze Voyage - Check These Values Before Proceeding pop-up opens.
   
   Example:
   
   
   
   
5. Fill in the fields as follows (as applicable):
1. Enter either
   1. the name of the company responsible for the voyage under Company Name (MANDATROY)
   2. or click the Triple Dot Selector next to the field. A pop-up with a list of input values opens. Select field and click OK. 
      
      
      
      
1. The the business unit responsible for the voyage under Business Unit Name (MANDATROY). 
2. Enter the pool responsible for the voyage (if applicable) under Pool Name.
3. Enter applicable trade route under Trade/Pattern.
4. Enter the person responsible for the voyage under under Responsible Charterer.
5. Enter the person responsible for operating the voyage under Responsible Operator.
6. Enter the responsible accountant under Accountant Responsible.
   Note: Defaults to data in Vessel Administration > Internal Data - if entered.
7. Enter the number of days that compose the demurrage timebar (if any) under Demurrage Timebar.
8. Enter the event from which the demurrage timebar should begin under Event.
9. Enter either 
   
   1. the charter party (CP) date under CP Date or
   2. click the Triple Dot Selector next to the field. A pop-up with a calendar opens. Select date and click OK.
      
      
      
      
10. The Last Voyage for current CP will always by default be disabled when creating an unallocated voyage charter voyage.
11. Enter the vessel earning point under Vessel Earning Point.
    Note: ONLY used to override if the vessel used in the voyage calculation has a different vessel earning point than the intended vessel for the voyage.
    
12. The Vessel IMO No field displays a vessel's IMO number. 
    Note: Disabled by default, i.e. possible to freeze voyage without IMO. To enable - contact Dataloy.
    
13. The Internal Relet section  - leave blank.
    Note: Disabled by default. ONLY activates when a voyage is a Time Charter (TC) In AND the selected business unit when freezing is other than business unit in the TC contract. 
14. Enter the index against which the voyage will be measured (or benchmarked) under TC Benchmark Index.  
15. Enter the percentage of the index a voyage is benchmarked against under Percent.
    Note: Defaults to 100%.
16. Enter applicable Payment terms (if any).
    Note: Payment in a COA linked to the calculation or default payment terms added via the Charterer automatically displays.
1. Enter a payment term for each cargo:
1. If multiple payment terms, enter in per cent the amount to be paid under the first payment term under %.
   Note: If a single payment term - enter 100.
2. Enter applicable payment term under Payment Term.
3. Enter applicable baseline term under Baseline Term.
4. If multiple payment terms, shows in per cent the amount to be paid under the second payment term under %.
   Note: If a single payment term - will show 0.
5. If a second payment term - enter the second payment term under Payment Term 2.
6. If a second payment term - enter the second baseline term under Baseline Term 2.
   
6. Click Proceed. A pop-up opens advising that scheduling the voyage has succeded. Click OK.
7. The voyage calculation automatically moves to the Booking and Operations module as an Unallocated Voyage (i.e. a planned, and often contracted voyage, that has yet to be assigned a vessel, listed under Booking and Operations > Vessel List Tab > Unallocated). 
   Note: Only ONE unallocated voyage can be created at a time. Also, the voyage status indicator in the Voyage Estimate module changes from solid green to “T with purple background" (also referred to as “TCalc”).
   
   Example:
   
   
   

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Create an Unallocated Voyage using Booking and Operations

1. Go to Modules > Booking and Operations > Booking and Operations. The Booking and Operations window opens. 
2. Go to the Voyage Menu > New > Unallocated Voyage.
   
   
   
   
3. A pop-up opens.
   
   
   
   
4. Enter either
   1. applicable vessel to create an unallocated voyage for under Vessel
   2. or click the Triple Dot Selector next to the field. A pop-up with a list of input values opens. Select vessel and click OK.
      
      
      
      
5. Select applicable voyage trade and port calls.
   
   Example:
   
   
   
   
6. Click Create Voyage.
7. The new unallocated voyage will automatically be listed under Booking and Operations > Unallocated > Applicable Vessel > Vessel List Tab.
   Note: Only ONE unallocated voyage can be created at a time.
   

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Generate Unallocated Voyages Based on Scheduled Budget Voyages in Booking and Operations

1. Go to Modules > Booking and Operations > Booking and Operations. The Booking and Operations window opens. 
2. Choose the applicable Budget Version in the Vessel List tab.
3. Locate the voyage to generate an unallocated voyage/s from - its details will display.
4. Click the Scheduled Voyages tab. All (if any) scheduled voyage/s (allocated and unallocated) will display.
5. If voyages are to be generated go to Step 5a. If not, go to Step 6.
1. Either
1. click Add Voyage to add a single blank scheduled voyage to the Scheduled Voyages field
2. or click Auto Schedule... to schedule voyage/s with an endpoint or with fixed intervals:
   
   
   
   
1. Fill in the fields as follows (as applicable):
   1. If Schedule with fixed endpoints:
      1. Enter the start date under From Date:.
      2. Enter the end date under To Date:.
      3. Enter the number of voyages to be created under Number of Voyages:
      4. Enter the number of laycan days under LayCan Spread:.
   2. If Schedule with fixed intervals:
      1. Enter the start date under From Date:.
      2. Enter the number of voyages to be created under Number of Voyages:
      3. Select the number of interval months from the drop-down menu under Interval.
      4. Enter the number of interval days under Interval.
      5. Enter the number of laycan days under LayCan Spread:.
2. Click Generate. Once generated, a pop-up opens advising the number of generated voyages.
3. Click OK. The number of generated voyages with laycan dates will be added as rows in the Scheduled Voyages field.
6. Locate and click the voyage to create unallocated voyages from.
7. Click Create Unallocated Voyages.
   
   
   
   
8. A pop-up opens requesting confirmation to create unallocated voyage/s. Click Yes.
9. Once generated, a pop-up opens advising the number of generated voyages. Click OK.
10. The new voyages will display as copies of the voyage it/they were based on - with laycan (if based on a COA, copied from the COA) but without allocated vessel - in the Unallocated List.
    IMPORTANT: If selected "base-voyage" has both allocated and unallocated voyages scheduled, the VMS will ONLY create new unallocated voyages based on existing unallocated voyages - NOT on the allocted ones.  
    
    Example:
    
    
    

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Create Unallocated Voyages Using the COA Planner

1. Go to Modules > Contracts Management > COA Planner tab. The COA Planner tab opens. 
2. Click the COA to be used in the left-hand menu. The COA model voyages displays as a rows in the Model Voyages field.
   Note: By default the top voyage is selected and its scheduled voyages display in the Scheduled Voyages field.
3. Click the voyage to create unallocated voyages from - it will highlight.
4. If voyages are to be generated go to Step 5a. If not, go to Step 6.
5. Either
1. click Add Voyage to add a single blank scheduled voyage to the Scheduled Voyages tab
2. or click Auto Schedule... to schedule voyage/s with an endpoint or with fixed intervals:
   
   
   
   
1. Fill in the fields as follows (as applicable):
   1. If Schedule with fixed endpoints:
      1. Enter the start date under From Date:.
      2. Enter the end date under To Date:.
      3. Enter the number of voyages to be created under Number of Voyages:
      4. Enter the number of laycan days under LayCan Spread:.
   2. If Schedule with fixed intervals:
      1. Enter the start date under From Date:.
      2. Enter the number of voyages to be created under Number of Voyages:
      3. Select the number of interval months from the drop-down menu under Interval.
      4. Enter the number of interval days under Interval.
      5. Enter the number of laycan days under LayCan Spread:.
2. Click Generate. Once generated, a pop-up opens advising the number of generated voyages.
3. Click OK. The number of generated voyages with laycan dates will be added as rows in the Scheduled Voyages tab.
6. Locate and click the voyage to create unallocated voyages from.
7. Click Create Unallocated Voyages.
   
   Example:
   
   
   
   
8. A pop-up opens requesting confirmation to create unallocated voyages. Click Yes.
9. Once generated, a pop-up opens advising the number of generated voyages. Click OK.
10. The new voyages display as copies of the voyage it/they were based on - with laycan (if based on a COA, copied from the COA) but without allocated vessel - in the Scheduled Voyages field.
    IMPORTANT: If selected "base-voyage" has both allocated and unallocated voyages scheduled, the VMS will ONLY create new unallocated voyages based on existing unallocated voyages - NOT on the allocted voyages. Generate unallocated voyages are created in the COA Planner, the voyages also automatically appear under Booking and Operations > Applicable Vessel > Unallocated.
    
    Example:
    
    
    

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