Home > Financials > Voyage Period Journals
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Do one of the following:
On the Financials secondary menu (…), under Period Closing, click Voyage Period Journals. A blank form appears.
On the Voyage P&L, click Voyage Period Journals. The form appears with information filled in for the vessel and voyage.
Select the calculation Basis:
Recalculation
Snapshots appear in the Snapshot and Period Comparison selection lists on the Voyage P&L.
To accurately account for these - items based on your company's policies, the following Calculation Options can be used with accruals-based snapshots created with IMOS v7.10 or later: Apply Additional Hire to Period, Apply TC Bunker Adjustment to Period, Apply TC Expenses to Period, Apply Other Revenues/Expenses to Period, Apply Port Expenses to Period.
Period Through: Please select one of the following below to specify the period through which the expenses will be classified.
Voyage Completion:
This is most commonly used as all of the bunkers and hire expenses are finalized once the voyage completes. So, the account only has to run VPJs for each voyage once to reclassify all of the actual hire and bunker expenses for the particular voyage from the B/S (Balance Sheet) account to the P&L account.
Date: Some organizations run VPJs for all voyages at the end of each month. IMOS will calculate the bunker and hire expenses for the voyage by this date.
Please note for ongoing voyages, the calculation will prorate to the percentage of voyage completion.
Example: If you have a voyage that commences on March 25, 00:00h and ends on April 6, 00:00h, then the voyage is 50% complete by March 31, 00:00h. If you enter March 31 in the Date field, IMOS will only reclassify 50% of the voyage’s actual bunker and hire expense to the P&L. The actual bunker and hire expense is according to the Voyage P&L Actual column, which implies some of this expense is still projected and subject to change. However, once the voyage completes, that month's VPJs will make sure the total expenses that are reclassified to the Voyage P&L are all Actual.
Filters:
The filters can be used to specify the voyage for which you want to run VPJs. If you leave all filters empty, all the open voyages will be calculated.
Select the calculation Basis:
The default options for a normal VPJ calculation would be to have the Period Journals selected and set the Basis to Recalculation.
P&L Calculation Options:
Using the filters, you can create a list of journals that spans across multiple vessels/voyages. You can use multiple filters at the same time.
To hide all the posted retrieved records and recalculate the result, select the Hide Posted check box.
Filtering by Voyage Completion or by Date:
To filter by Voyage Completion, next to Period Through, select the Voyage Completion radio button.
To filter by Date, under Period Through, select the Date radio button. Select a date. All Journal Types across all vessels appear until that date.
Filtering by Vessel Type:
Select a Vessel Type, such as Handymax, to further narrow the results.
To apply P&L calculation options, select the appropriate check boxes.
Click
.Each vessel/voyage can have multiple line items with different Journal Types.
To sort the columns, click the column headings.
On
Daily Snapshot: Specify the snapshot Type and, for noncurrent snapshots, specify the Date. For journals created using this method, the Invoice Date and Accounting Date are the same as the Date on this form.
Click 
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Generating Voyage Period Journals
Types of Journals:
After clicking on the Calculate button, the line item(s) will appear for each vessel/voyage with different Journal Types.
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Bunkers: Voyage bunker cost, including off-hire bunkers.
Hire: Voyage hire cost, including all Time Charter (TC) Periodical cost like Hire commissions, off-hire commissions, CVEs, etc.
Lease: This is for long-term TC lease accounting, which will not be covered in this course (not shown in the screenshot).
After right-clicking on each line item menu, you can select either of the following:
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Voyage Details to open the voyage in the Voyage Manager.
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Preview Journal to open the Bill Viewer form. The Bill Viewer includes the details of the Journal.
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Delete to delete all non-posted journal entries of a particular type that are linked to the voyage.
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Then, to select the records you want to post, select their checkboxes in the S column at the right, or select the Select All checkbox
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> click Create Period Journals
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on the toolbar > A message
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will tell you that the journals have been generated and are ready to post.
To see a report with the details of all the Journal Entries to be generated in the calculation, on the toolbar, click Report.
Posting Voyage Period Journals
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Some period costs, like TC Hire and Bunker expenses, although incurred during one voyage, might not be totally consumed in that voyage. Such costs are allocated among voyages by using VPJs to match actual expenses and posted invoices from a financial perspective. For bunkers, this allocation is based on the quantity of bunkers consumed. For hire, this allocation is based on the number of days within a voyage.
This means that in the PnL Posted column, the above costs will only populate after their respective periods or the whole voyages period VPJ has been generated and posted. These items will not appear in the posted column simply when the invoices have been posted.
Deleting Voyage Period Journals
If no later VPJs are posted yet, to delete rejected VPJs, recalculate VPJs, right-click their line, and then click Delete.
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