VIP - Expense Standards

Note: Configuration flag CFGEnableStandards must be enabled. To edit this form, you must have the Expense Standards Module Right selected, under Port/Other Costs in Operations.

CFGEnableStandards enables the use of standards for expenses and related features. Expense Standards is one of two options for capturing and using standards for expenses; the other option is Standard Expenses.

On the Expense Standards form, you can enter standard expected expenses for ports, passing ports, and canals, based on a combination of Port, Berth, Vessel Type, Port Function, Cargo Group, and Effective From date.

To open it, do one of the following:

• On the Operations menu , under Port/Other Costs, click Expense Standards.
• On the Estimate or Voyage Manager, right-click an Itinerary line and then click Port Expense Standards.

These standard expected expenses will be automatically added to Port Expenses Details information and the P&L for a voyage when it has a cargo handling port that falls under one of the standards.

• When a voyage is created from a linked lifting of a Cargo COA such that a Expense Standards would be used, and the standard includes Cost type G or T, that cost item is multiplied by the vessel Gross or Net Register Tonnage.
• You can define standard expenses that are calculated per cargo quantity handled in a port: Adding a value of H in column C specifies that a standard expense will be calculated by multiplying the Amount/Rate times the metric tons loaded or discharged for each cargo or cargo parcel handled in the port. A type H expense standard cannot be added if the port function is I (canal) or P (passing).

• Standard expenses that are calculated per metric ton of cargo and associated with passing ports and canals (Payment Class M) are calculated individually for each cargo onboard, or for each parcel onboard in the case of multi-grade cargoes.

Best Match Logic

A standard only applies if the Port, and Berth (when specified), are an exact match.

• After standards are found that match the Port and Berth, they are ranked based on the number of optional criteria that fit. Standards with four matching criteria are ranked first, then standards with three matching criteria, two matching criteria, etc.
• The best match is considered to be the first standard found with the highest number of matching criteria. 
• If multiple best matches are found, each with the same number of matching criteria, the field order shown on the form is used to rank the matches from best (top) to worst (bottom):
  • Vessel Type
  • Port Function
  • Cargo Group
• After the best match is found, Effective Dates determine which version of the standard applies.

Expense Standards and Voyage Estimates

Expense Standards are also applied to Voyage Estimates when configuration flag CFGEnableStandards is enabled. When CFGEnableVoyEstUpdates is also enabled, Estimates for a Scheduled, Commenced, or Completed voyage are back-created or updated each time the voyage is saved.

• Voyage Expense Standards create lines on the Other Voyage Expenses form, on the Other Expenses tab.
• Port Expense Standards create lines on the Other Voyage Expenses form, on the Detailed Port Expenses tab.
• Voyage and Port Expense Standards are applied when elements of a Voyage Estimate are added, modified, or removed. When standards are reapplied, any existing expenses created from standards are removed. For example, when voyage dates in an Estimate overlap with Effective Date for a Voyage Expense standard, the expense is populated in the Estimate according to the standard. When voyages dates are modified such that the dates fall before the standard becomes effective, the expense will be deleted.
• Manual edits to standard expenses will be overwritten or removed when Expense Standards are reapplied. 
• When you schedule an Estimate, all expenses on the Estimate (manually-entered expenses and automatically-generated standard expenses) are added to the voyage. Standard expenses are not automatically generated for the voyage.