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Home > Data Center > Address Book

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  1. Do one of the following:

    • On the Address Book, click +.

    • On the main menu , under Data Center, click Address.

    • Insert excerpt
      IMOS - Details View - Card Panels
      IMOS - Details View - Card Panels
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    • To share an address, copy its URL and then share it with any signed-in users in your organization.

    • Address details are in the center:

      • Information appears in Remittance Information, Contacts, and other sections, depending on the address Type. (When counterparty type set to Owner this list will be displayed when selecting a remittance bank within the claims tab of Laytime Calculation)

      • You can access additional tools, forms, and information on the toolbar and right panel.

  2. Complete at least the following information:

    • Types: The form has slight differences for Bank (Type N) or Company (Type W) entries.

    • Short Name: The Short Name for Types other than W can be up to 32 characters, but if you will use mirroring for internal companies, the Short Name for all companies must be the same. Because a W record is limited to 6 characters, the internal Owner and Charterer Type records are also limited to 6 characters.

      • Note: the Short Name cannot be changed on the system. This is due to wide implications across the system and is deemed very unsafe for data integrity. Other details such as the full name, address details etc., can be changed, however the short name is used in multiple tables across the system and for these reasons the field cannot be changed. We recommend making the vendor with the old short name inactive, and creating a new vendor using the new short name.

    • Curr: Check that the default currency is correct; otherwise, select the currency in which you deal with this contact.
      Note: The base currency cannot be modified on W companies.

    • Full Name

    • Address: Enter at least the first line.

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      RefCode
      RefCode

    • Reference No. (up to 32 characters): This field is used in Barging for forming Contract IDs for Time Charter, SPOT, or COA Equipment Contracts; it is required for any Charterer or Owner being added to one of these contracts.

  3. Complete additional fields as needed.

    • Credit Term, for number of days, and Credit Line are as advised by the Chartering Accountant. This is for information only and will not trigger any validation when invoicing.

  4. Save the form.

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To enter additional remittance information, right-click the line and then click Remittance Information. Here you can add additional details for a Beneficiary, such as: an International Bank Account Numner Number (IBAN), as well as for a Correspondent Bank: ABA/BSB No. (American Bankers Association routing number / Bank State Branch number). The Remittance Bank record must be set up and selected in the company's W Type record before transactions can be posted.

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ContactsTab
ContactsTab

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  • You can select the DEF check box to select a default bank for each currency (which can be changed later) for the following contracts:

    • Cargo COA and Cargo: Remittance Bank appears on these forms if configuration flag CFGShowRemittanceInCargo has been enabled.

    • Time Charter Out: Remittance Bank information appears on the Other Information form if configuration flag CFGShowRemittanceInCargo has been enabled.

    • Ensure you enter a currency code when using the company when making payments with bank (or other) charges to avoid a "Invoice currency is missing error“ when making a payment

  • To enter additional information, right-click the line and then click Remittance Information.

  • You can add another bank account after setting up this form.

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Expand
titleRelated Configuration Flags

Name/Flag

Description

AE Company Name
AECompanyName

The management company code. Should not be changed.

Company Code
CFGCompanyCode

Default company selected for running Financials Reports.

Store EU Registry account
CFGEURegistryAccountOnAddress

When enabled, the Address Book record will have a location to store the EU Registry account number and information. This account will then be utilized in the Emissions Allowance Invoice and the Emissions Allowance Transfer.

Add Book Unique Reference Code
CFGAddBookUniqueRefCode

When enabled, the Reference No. field is required to be unique among all records.

Select Bank on Invoice Type
CFGSelectBankOnInvType

Y = Determines the Remittance Bank of an invoice by the following rules:

  • AP invoice: Counterparty's bank, whether the amount is positive or negative

  • AR invoice: Company's bank, whether the amount is positive or negative

N = Determines the Remittance Bank of an invoice based on whether the amount is positive or negative:

  • AP invoice: 

    • Amount is positive: Counterparty's bank

    • Amount is negative: Internal Company's bank

  • AR invoice:

    • Amount is positive: Internal Company's bank

    • Amount is negative: Counterparty's bank

Use Vessel Company for Remit Bank
CFGUseVesselCompanyForRemitBank

Populates the Remittance Bank information on AR invoices from the Address Book contact whose Short Name matches the voyage's Vessel Code before looking for the voyage Company.

Enable Multi Role on Address Book
CFGEnableMultiRoleOnAddressBook

Enable multiple roles on one Address Book entry, all sharing the same information.

Broker Types
CFGBrokerTypes

Sets the Contact Type letter that can correspond to brokers. Each type should be in single quotes, and multiple types need to be separated by commas (for example, A,B).

Add Book Internal Address Text
CFGAddBookInternalAddressText

Display a check box in the Address form, labeled with the value of the flag. When the string is empty, the check box does not appear.

Enforce Bank Activation Security
CFGEnforceBankActivationSecurity

Adds a Security Module Right under Data Center > Actions to Activate/Deactivate Banks on Address Book Entries. When adding a new bank link to an Address Book Entry, the Inact check box will always be selected by default, and a user without this right cannot edit it.

Exclude Company from Counterparty Selection
CFGExcludeCompanyFromCounterpartySelection

When enabled, Companies (type W Addresses) are excluded from Counterparty selection in invoices, claim forms, and the TDE form:

  • Other Revenue and Expenses (VEXP/VREV/REXP/RREV/XOTH): Vendor

  • Voyage Expenses Rebill Management (OREB): Bill To

  • Rebills for Off Hire and Port Expenses, enabled by CFGRebillForOffhire (SREB): Bill To

  • Claim: Counterparty

  • TDE: Vendor

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 for Cargo COA, Cargo, and Time Charter Out (Other Information) contracts, but it can be changed later.

Enable Default Demurrage Accrual Percentage
CFGEnableDefaultDemAccrualPercentage

When enabled, a default demurrage accrual percentage (Dem Accrual %) can be specified for each internal company record in the Address Book. The default accrual percentage is applied to voyage estimated demurrage and Laytime Calculations.

Restrict Key Fields on Address Book
CFGRestrictKeyFieldsOnAddressBook

When enabled, the Ref No. and Cross-Ref. No. fields on the Address Book screen are disabled from user entry.

Enable Operations LOB
CFGEnableOpsLOB

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

Enable IMOS Form Layout
CFGEnableIMOSFormLayout

When enabled, the Voyage Manager, Address Book, Port, and Vessel forms will have the same fields and layout as in IMOS desktop.

Enable Remittance Instructions
CFGEnableRemittanceInstructions

When enabled, a new Instructions field will be added to the Remittance Information form in the Address Book. Free-text instructions entered here will be populated in the Remittance Instructions field in the Payment Batch, as well as in the Remittance Instructions and Payment Batch Remittance Instructions columns in the Payment Batch List and Payables Summary, respectively. The Instructions will also be exported in the companyBankExport and paymentBatchExport notifications.

Add Tech Mgmt Co Add Type
CFGAddTechMgmtCoAddType

When enabled, a new Address Book type of T (Technical Management Company) is available. You can select Type T companies in the Manager drop-down menu on the Vessel Contacts tab.