Home > Operations > Freight Invoice

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• To open the form with information from the Voyage Manager:

  • On the Operations menu , under Freight/Demurrage, click Freight Invoice and enter the Vessel Name and Voyage Number. 

  • On the Voyage Manager toolbar, click Freight and then click Freight Invoice.

  • Create the invoice in Financials, on the Voyage Invoice List.

• To open a blank form, on a Freight Invoice, click +.

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• Required:

  • Select the Counterparty. Information for the cargo and the Bill of Lading are combined to create the freight calculation.

  • Check that the Status is Actual.

  • Enter the Invoice Date.

  • When you save the form, an Invoice Number is generated.

• Optional:

  • Contact Name: Specify one of an internal company's contacts. The voyage to which the Freight Invoice relates must have a Company code assigned.

  • Invoice Type:

    • Normal (default): A regularly scheduled payment for a specific period of time, such as every 15 days.

    • Special: A payment outside the regular schedule. Period-based costs, such as the Time Charter Hire, cannot be allocated this way. If the contract has no more Period payments remaining, the Invoice Type defaults to Special.

    • Incremental: A payment for which the accounts are balanced each time based on what has already been paid. It automatically includes an adjustment that shows the previously invoiced amount and the invoice number.
      Note: Configuration Flag CFGEnableFinalFreight must be enabled, and users must select Counterparty and Cargo before the Freight Invoice Type can be set.

  • Status: By default the freight invoice status will be "Actual" when BL quantity is entered; else, it will be "Pending" unless the configuration flag "CFGDefaultUnactual" is enabled.

  • Payment Terms: Specify a Payment Terms code.

  • Due Date: Calculated based on Payment Terms.

  • Invoice Qty: Specify this in the Cargo grid to use an amount that is different from the CP Quantity and the BL Quantity, if your contract does not specify their use.

  • Inv %: Can be used to create a partial freight invoice, where you can specify the percentage to pay. The remaining percentage is entered on the next invoice. Can be used to split a freight invoice multiple ways for multiple counterparties so that only a specified percentage is billed per invoice.
    Note: "Bill Via“ field can then be used to reflect the appropriate counterparties for the split invoice, once invoices have been created.

  • Freight Commission: To deduct from the invoice, select the Include Commission check box. Otherwise, use the Freight/Relet Commission Payment form to enter and process invoices for brokerage on freight sales and purchases that were not deducted.

  • Bill To check box: Select to send the bill to the broker.

  • Freight Adjustment: Add any relevant information:

    • Commissionable: Set to Y to deduct commission on demurrage/despatch/other additional items.

  • To include additional invoices, such as a Demurrage or Despatch calculation, click Add Details_.
    

    The additional invoices need to be on Actual status to be included in the Freight Invoice.

    On the Additional Invoices form, you can select additional invoices to include in the freight:

    • Laytime Invoices (Dem/Des)

    • Freight Rebillables also appear; these are entered on the Voyage Other Revenues and Expenses form.

    • Expenses Non-Rebillable made to the same cargo charterer provided that the role "O“ (Owners) is chosen in Vendor selection. These are entered on the Voyage Other Revenues and Expenses form.

      

  • Demurrage and Despatch invoices included in the Freight Invoice will be shown with Posted status in the voyage invoices list; the actual posting will be done when the Freight Invoice is posted. The same logic applies when reversing the Freight invoice, the other invoices contained within it will also be reversed but will maintain the Posted status.

  • When there is more than one load or discharge port, to assign different pricing and create an invoice for each port, use the Top-off or Reverse Top-off check box on the Cargo Pricing tab.

  • To print the invoice, on the Freight Invoice toolbar, click Invoice.

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You can set up provisional invoicing for a Freight Invoice to record expected expenses earlier, track them in the P&L, and then draw down from those when the actual invoices come in. For more information, visit the VIP - Provisional Invoicing https://help.veson.com/vip/vip-provisional-invoicing article.

Related Configuration Flags

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