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IMOS DocumentationIMOS Documentation
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 This is a Key Topic, with high value for all users.

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Walkthrough: Scheduling a Voyage

These breadcrumbs show where you are in the walkthrough. To move to a different section, click its link:

Create a Cargo > Create a Voyage Estimate or Voyage > Hand Off to Operations

...

This section describes the typical workflow of a Charterer. It begins with Cargoes, which can be created from Cargo COA, which can be part of a Master Contract.

If you have a cargo that is not part of a Cargo COA, you can create one from scratch and create a Voyage Fixture from it, and/or schedule the voyage.

...

On the toolbar, you can also do the following:

  • Click  and then click one of the following:
    • Attachments: Attach documents or links or double-click to open an attachment.
    • Templates: Create templates that contain information about the types of cargo you typically carry and use them to create cargoes. Choose one of the following:
      • Retrieve a template: Select any template from the list of saved templates and edit, save, or delete it.
      • Make new cargo from a template:  Select any template from the list of saved templates to automatically populate the Cargo form with its relevant details.
      • Convert to a new template: Make additional changes as necessary, enter a new template name, and click .
    • Add Default Brokers (when configuration flag Enable Broker Rules is enabled): Based on Cargo Broker Rules, add default brokers to the Broker grid on the Pricing tab.
  • For a relet, if the relet information has not been entered yet, click  and complete the VC In form. To edit existing information, click  and then click Edit Relet.
  • If  appears, there is a data lock in place: The pricing of the Cargo cannot be changed because it is linked to something else, such as a COA or a Bunker Surcharge Table. Click to see an explanation.

When you save the Cargo, it appears on the Cargo Schedule according to its Laycan dates.

When an Alert is entered for a Charterer, a Vessel, or a Port, the field is highlighted in light red.

Cargo List

All Cargoes appear on the Cargo List. In the Chartering module center , next to Cargo, click List.

The Cargo List is a standard IMOS list, so you can sort it, filter it, do a Quick Search, and create custom Views for it.
In the Cargo List you can  You can also highlight recently changed Cargoes . This is configurable under Chartering List Settings.by configuring Chartering List Settings.

Statuses on the Cargo List

Statuses on the Cargo List relate to its association with a voyage:

Cargo Fixed?Associated with Voyage?Status on Cargo List
NoNoCargo Status
YesNoFixed
YesYesScheduled
(not the Voyage Status)

Creating a Cargo

To create a Cargo, do one of the following:

  • In the Chartering module center , under Cargo, click Cargo.
  • On the Cargo List, click .
  • Create Cargoes from a Cargo COA.
  • On the Cargo Schedule, click and then click Cargo.
  • On the IMOS7 menu, hover over New, and then click Cargo.

Copying a Cargo

To copy a Cargo:

Anchor
Copy Cargo
Copy Cargo

...

To copy a Cargo to a VC In, click and then click Copy to VC In.

Creating a Voyage Estimate from a Cargo

To create a Voyage Estimate from a Cargo, click  and then click Add Cargo to New Estimate. A Voyage Estimate is created with the Cargo and all the defaults from the .TDEFAULT Estimate. If a vessel has been nominated, the new Estimate uses this vessel.

Adding a Cargo to a Voyage Estimate

To add a Cargo to an existing Voyage Estimate:

  1. Click  and then click Add Cargo to Existing Estimate.
  2. Select the Estimate to which you want to add the Cargo.
  3. The Estimate appears, with the additional Cargo and ports added to the itinerary.

Creating a Voyage Fixture from a Cargo

To create a Voyage Fixture from the Cargo, click .  All the information from the Cargo moves to the Voyage Fixture and then to the voyage. After the Voyage Fixture is created, the button changes to .

...

Scheduling or Opening a Voyage from a Cargo

To create a voyage from the Cargo, click .  All the information from the Cargo moves to the voyage. After the voyage is created, the button changes to .

Note: Port expenses and base expenses set on the Cargo contract will create estimated port costs on the voyage and appear in the actual P&L. 

Bulk Updating Cargoes

Note: Configuration flag CFGEnableCargoBooking must be set to N.

If you have the Bulk Update Cargo Contracts Module Right selected, under Actions in Chartering, a column of check boxes appears in the Cargo List. To bulk update Cargoes, select the contracts you want to update and then click the Bulk Update action link at the top of the list.

Acknowledging Revisions

If a Cargo has at least one unacknowledged revision, its row is highlighted in the Voyage Manager Cargo List (CFGEnableVoyManagerCargoList).

...

titleRelated Configuration Flags

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When enabled, the Edit Confirmed Cargo Contracts Module Right will be used to allow editing of confirmed Cargo/VC In records by a user.

...

For vessels such as product tankers with the same kind of Cargo in several grades, enables Multigrade Cargoes: Changes the Cargo field to Cargo Group and adds a Cargo Grade column (for the Cargo Name within the Cargo Group) to the Itinerary/Options tab.

  • Each Cargo Name must be tied to a Cargo Group.
  • One Cargo Name must be created with the same name as the Cargo Group.

The Freight Invoice automatically adapts its format to display the Cargo Group, followed by the individual grades.

Note: The setting of this config flag determines which variable is available, and whether the No. of Grades variable is available, on the Pricing Rule form:

  • N: Cargo Type; No. of Grades variable not available
  • Y: Cargo Grade x; No. of Grades variable available

When the Cargo Grade variable is used in a Rule, its evaluation is done based on the order of Grades in the itinerary.

...

Uses the Charterer's view instead of the standard Cargo form. When enabled:

...

Inactive Cargoes

If a disabled Cargo Name is already selected as an available cargo type in a COA, it can be selected in a lifting. It is expected behavior that existing records (such as a Cargo contract) are not updated when their Cargo Name is disabled.

For consistency, if a Cargo Name has been defined in a COA as an available cargo type, making it a contractual term, the system still allows you to select it in a lifting. As a solution for this record, once the cargo is removed from the cargo type in the COA, you will no longer be able to create a Cargo using the disabled Cargo Name.


Expand
titleRelated Configuration Flags


Name/FlagDescription
Enable Cargo Status Security
CFGEnableCargoStatusSecurity

When enabled, the Edit Confirmed Cargo Contracts Module Right will be used to allow editing of confirmed Cargo/VC In records by a user.

Enable Multi Grade
CFGEnableMultiGrade

For vessels such as product tankers with the same kind of Cargo in several grades, enables Multigrade Cargoes: Changes the Cargo field to Cargo Group and adds a Cargo Grade column (for the Cargo Name within the Cargo Group) to the Itinerary/Options tab.

  • Each Cargo Name must be tied to a Cargo Group.
  • One Cargo Name must be created with the same name as the Cargo Group.

The Freight Invoice automatically adapts its format to display the Cargo Group, followed by the individual grades.

Note: The setting of this config flag determines which variable is available, and whether the No. of Grades variable is available, on the Pricing Rule form:

  • N: Cargo Type; No. of Grades variable not available
  • Y: Cargo Grade x; No. of Grades variable available

When the Cargo Grade variable is used in a Rule, its evaluation is done based on the order of Grades in the itinerary.

Charterer View
CFGChartererView
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Laycan Duration
CFGLaycanDuration

Sets the default number of days after the Laycan From for the Laycan To.

Use Company Lob Trade Area Hierarchy
CFGUseCompanyLobTradeAreaHierarchy

Sets up a hierarchy between Company, LOB, and Trade Area on several forms.

Clear Company Lob on Copy
CFGClearCompanyLobOnCopy

Clears the Company, LOB, and Department values when copying a Voyage Fixture or contract.

Show Remittance in Cargo
CFGShowRemittanceInCargo

Adds Remittance Bank, Invoice %, Payment Terms, and Balance % fields to the CP Terms Details, Cargo COA, Cargo, VC In COA, and VC In forms. Also adds a Remittance Bank field to Time Charter Other Information. Remittance information flows between these places; for example, fixing an Estimate will transfer the remittance information.

  • On a Cargo COA, VC In, or Time Charter Out, changing the Company clears the remittance bank information, as this may change with a change to the Company.
  • On a VC In COA or Time Charter In, changing the Owner clears the remittance bank information, as this may change with a change to the Owner.
  • A default value for the Remittance Bank for each currency can be selected in the Address Bank Links tab entry for Cargo COA, Cargo, and Time Charter Out (Other Information) contracts, but it can be changed later.
Contract Reference URL
CFGContractReferenceURL

Converts the Contract Link field to a Hyperlink. This is used to interface with third-party systems such as Chinsay.

Schedule Max Lift
CFGScheduleMaxLift

Sets the Cargo CP Quantity to the Max Lift Quantity when scheduling a single cargo voyage where discharge is after all loads in the itinerary, using Create New Voyage from a COA or a Cargo or Schedule Voyage from a Cargo. After initial scheduling, all changes to CP Quantity must be made manually; there will be no automatic updates.

Delete Fixture Upon Voyage Deletion
CFGDeleteFixtureUponVoyageDeletion

When a voyage is deleted, its Voyage Fixture is also deleted. If the voyage was created from a Cargo COA (with CFGPreserveGeneratedCargoes disabled), the voyage's Cargo is deleted as well.

Reset COA Lifting Upon Fixture Deletion
CFGResetCOALiftingUponFixtureDeletion

When a Voyage Fixture is deleted, and its Cargo is a COA lifting, or when a COA Cargo is unscheduled by removing it from a voyage, the lifting is reset as follows:

  • The Cargo Status is set to Confirmed.
  • The Cargo Qty is reset to the Qty/Lifting value from the COA.
Enable Benchmark Estimate
CFGEnableBenchmarkEstimate

In Voyage Estimate Details view, under Estimate Summary, a Benchmark check box appears. To mark an Estimate as a Benchmark Estimate, select the check box. Benchmark Estimates must have exactly one cargo, and they cannot be fixed.

In Cargo COA and Cargo forms, an Exposure tab appears. If a cargo is linked to a Benchmark Estimate via the Exposure tab, the market rate will be used as the TCE in the Benchmark Estimate and back-calculate the $/ton rate in the Trading Profit and Loss.

In Cargo Matching, when creating a New Program, a Create Estimate From Benchmark check box appears; if you select the check box, the Benchmark Estimate linked to the cargo will be used as the basis for the Estimate.

Enable Voyage Manager Cargo List
CFGEnableVoyManagerCargoList

Adds Cargo and Cargo Handling tabs to the Voyage Manager. The Cargo tab is similar to the Cargo List, but only includes cargoes associated with the voyage. The Cargo Handling tab is similar to the Cargo Handling form; it includes a list of all cargoes associated with the voyage, with a line for each load and discharge. Lines highlighted in yellow indicate transshipment cargoes, while lines highlighted in blue indicate interservice cargoes.

If a Cargo or VC In has at least one unacknowledged revision, its row is highlighted in the Cargo List.

Enable Contract Mirroring
CFGEnableContractMirroring

Enables the following types of intercompany contracts to be mirrored: Cargo COA, VC In COA, Cargo, VC In, Time Charter In, Time Charter Out, and FFA/Option/Bunker Swap Trade. When a contract of one of these types is created with internal counterparties, a mirrored contract is automatically created from the opposite perspective, so that users from both legal entities can manage the contract and include it in both their operational planning and their trading exposure and P&L.

  • When both CFGEnableContractMirroring and CFGEnableTCInvoiceMirroring are Y, and when a TC contract is mirrored, TCO invoices are mirrored from TCI invoices. Incremental invoice type is unavailable for such mirrored TC invoices.
  • If an **OV voyage has cargoes with multiple internal charterers, it can be mirrored with multiple RELT voyages, one for each internal charterer's company.
Allow Counterparty Overwrite
CFGAllowCounterpartyOverwrite

Displays a warning message when the Charterer field is changed on a COA-linked Cargo form.

Default Claim Commission Invoice Setting
CFGDefaultClaimCommissionInvoiceSetting

This flag controls the default setting for broker commissions on Claims by setting the default value of M on TC In, TC Out, Cargo, Cargo COA, VC In, and VC In COA broker grids. Possible values:

  • 0 (default): Claims are not commissionable.
  • 1: Claim commissions will be invoiced separately.
  • 2: Commissions will be deducted from the Claim Invoice.
Enable Lift Quantity Descriptions
CFGEnableLiftQtyDescriptions

Enables Quantity Descriptions, which can be used to indicate the status or intent of cargo lift quantities. You can select a Quantity Description in the Description column on CP Terms Details and Cargo itineraries.

Enable Broker Rules
CFGEnableBrokerRules

When enabled, Cargo Broker Rules and Time Charter Broker Rules can be defined to add default brokers to contracts.

Also adds Add Default Brokers to the TCO Estimate toolbar to default internal brokers by applicable rules.

Cargo Import Check Actual Invoice
CFGCargoImportCheckActualInvoice

If enabled, then when a Cargo message is received through the interface, if there exist any corresponding Freight Invoices with status Actual, the Cargo message does not update the Cargo form and generates a return code of -2. For more information, see the Messaging Service Manual.

Enable Operations LOB
CFGEnableOpsLOB

If enabled, displays an LOB (Line of Business) field on the Address (Type W), Voyage Estimate, Voyage Fixture, Voyage Manager, and contract forms.

Copy Cargo Reference to Voyage
CFGCopyCargoReferenceToVoyage

If enabled, when scheduling a voyage from a Cargo, the voyage's Reference field is populated with the value from the Cargo.

Enable Standards
CFGEnableStandards

Enables the Cargo Booking form.

Adds an option to Keep Booking No. when copying a Cargo or VC In.

Adds a Booking No. field to nonincremental Freight Invoices; after a Counterparty is selected, you can select one booking of that Counterparty on the voyage, so that only those Cargoes are included on the invoice.

Determines whether the No. of Cargoes in Booking variable is available on the Pricing Rule form:

  • N: Not available
    • Y: Available

    Hides the Port Expense field on some forms, enables standards for expenses, and adds a Port Expenses Details form and a Port Expenses Details button on the Port Expenses Summary to open it. When detail-level port expenses are being used, the PortExp column in the Voyage Manager Itinerary behaves the same as the PortExp column in the Voyage Estimate itinerary:

    • For a port with no detail-level port expenses, you can edit its PortExp amount in the Voyage Manager Itinerary Cargo Tab. The voyage P&L shows this amount as estimated expenses for that port.
    • For a port with a single detail-level expense, that amount appears and can be edited in the voyage itinerary PortExp field. An estimated expense entered before creating the detail-level expense is no longer displayed in the voyage P&L.
    • For a port with multiple detail-level expenses, the itinerary PortExp field shows the sum of the detail-level expenses for that port and cannot be edited.
    • When CFGVoyageExpenseAllocation is set to Y, a Voyage Expense Allocation section will be added to the Voyage Estimate Profit & Loss Report, and optionally to the Voyage Profit & Loss Report.

    An ECA Factor field also appears on COA, Cargo/VC In, and CP Terms Details forms. When ECAFactor is used in an ECA Recovery Charge Results/Fee expression and an ECA Factor value is entered on a contract, an ECA Recovery Charge Extra Freight Term is generated on that contract.

    • When a COA is created from a Voyage Estimate, ECA Factor is copied from CP Terms to the COA.
    • When a COA Lifting is created, ECA Factor is copied from the COA to the Cargo.
    • When a cargo is scheduled, ECA Factor is copied from the cargo to the back-created Voyage Estimate.
    		Enable Cargo Booking
    CFGEnableCargoBooking
    • the COA to the Cargo.
    • When a cargo is scheduled, ECA Factor is copied from the cargo to the back-created Voyage Estimate.
    Enable Cargo Booking
    CFGEnableCargoBooking

    Enables the Cargo Booking form.

    Adds an option to Keep Booking No. when copying a Cargo or VC In.

    Adds a Booking No. field to nonincremental Freight Invoices; after a Counterparty is selected, you can select one booking of that Counterparty on the voyage, so that only those Cargoes are included on the invoice.

    Determines whether the No. of Cargoes in Booking variable is available on the Pricing Rule form:

    • N: Not available
    • Y: Available

    Cargo Import Check Actual Invoice
    CFGCargoImportCheckActualInvoice

    		If enabled, then when a Cargo message is received through the interface, if there exist any corresponding Freight Invoices with status Actual, the Cargo message does not update the Cargo in IMOS.

    Enable Cargo Delivered
    CFGEnableCargoDelivered

    Enables you to save Cargoes, VC Ins, or bookings with only a load or discharge port.