Complete an Address form for each contact with whom you do business. Take care not to create duplicate entries; they can cause errors in accounting. If you have a contact that functions as more than one type, do one of the following:

• Enter separate records for that contact.

  • Complete and save the first record, delete the Address Type, press Enter, and select the other Type. You are asked if you want to create a new record; click Yes.

• Enable configuration flag CFGEnableMultiRoleOnAddressBook, which allows multiple roles on one Address Book entry, all sharing the same information.

Because you need to add information about your banks to the Address form for your company and add information about your contacts' banks to their Address records, you might find it easiest to start by completing Bank Address forms.

Creating an Address Book Entry

To open a new Address Book entry:

1. In the Data Center , under Quick Links, do one of the following:

   • Click Address.

   • Click Address - List. In the Address Book, click .

   

2. Complete at least the following information:

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

   • Short Name: Enter the name and then press Enter or Tab. If the Type and Short Name do not match any existing records, a message asks if this is a new record. To create a new record, click Yes.

     • 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.

   • 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.

   • Reference No.: 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.
     Note: For schema versions 21.2 and later, up to 32 characters can be entered. For earlier schema versions, up to 8 characters can be entered.

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.

Note: When creating Agent address book entries, ensure that the Veslink ID field is populated with the Agent’s Company Code from veslink.com. If you do not know this value, feel free to reach out to Veson Nautical Support for assistance.

Summary Tree

The Summary Tree is at the right; when an Address has been used in a voyage, it summarizes and provides access to important forms and related information. You can attach and access documents or links.

Remittance Information Tab

(This tab is different for Bank (Type N) Addresses and Company (Type W) Addresses.) This tab contains information about Remittance and Correspondent Banks. Add the contact's bank account information here for their payable invoices.

• To enter additional information, right-click the line and then click Remittance Information. The Remittance Bank record must be set up in IMOS and selected in the company's W Type record before transactions can be posted.

Contacts Tab

This tab contains information about individual contacts for this Address.

• Docs check box: Select for the contact to be able to receive Veslink forms.

• Reports check box: Select for the contact to appear in the Address Book Distribution list in the Output section of report Properties, to be able to receive reports.

• To add more information about a contact, right-click the line and then click Contact Details.

Properties Tab

When User-Defined Fields are set up in the Data Center for Address Book records, this tab appears, where the fields can be selected and values entered for them.

Additional Information

• Alerts: This field can be used to capture issues; the Charterer field appears light red on several forms after an Alert is entered for it. An Alerts column can also be selected to appear in the Address Book.

• Parent Company is used for reporting purposes in cases where there are multiple sub-entities for one company. Additionally, the Parent company of the Vessel Owner is recognized as the Vessel Head Owner in Time Charter lists.

• Inactive: If you have the Create Inactive Address Book Records Module Right selected, under Actions in the Data Center, this check box is selected by default for Addresses you create. To activate an Address, you must have the Module Right cleared.

• Internal Address (configuration flag CFGAddBookInternalAddressText must be set to Internal Address): Select to identify a cargo counterparty for an outcharter voyage (when generating Demurrage Time Bar Tasks).

• To view or enter ports serviced by the contact, click 

  

   to open the Ports Serviced form.

• For an agent (Type A) contact, to customize the expense breakdown on a Port Disbursement, click 

  

   to open the Agent/Vendor Port Expenses List.

Creating a Bank Entry (Type N)

A first-level account in the Chart of Accounts is in the Bank category. Each first-level account must have a corresponding Address form.

Complete an Address form for each Remittance Bank of your company and select it as the Remittance Bank on your Company Address form. This is for receivable invoices. You do not have to set this up for banks you are paying to; their information is set up in the Remittance Bank fields of their customer entries.

To set up Bank Information, in the Data Center , under Quick Links, click Address - List.

In the Address Book, filter the Address Type column heading to show Banks. Compare the list to the Chart of Accounts entries of Category Bank, and add any missing bank records.

• Required fields:

  • Type: N. When you save an Address form of this type, the bottom left tab changes to Account Information.

  • Short Name: The Account Name from the Chart of Accounts.

  • Currency: The bank currency.

  • Full Name: The name of the bank.

  • Address: The bank address.

  • Country: The bank country.

Account Information Tab

Complete only the first line, with at least the Currency and Account Number. 

• To enter additional information, right-click the line and then click Remittance Information. The Remittance Bank record must be set up in IMOS and selected in the company's W Type record before transactions can be posted.

Creating Your Company Entry (Type W)

To set up your Company entry, on the Address form, enter the following information. Required fields:

• Type: W. When you save an Address form of this type, the bottom left tab changes to Bank Links.

• Short Name: For a Type W record, it is limited to 6 characters.

• Currency: Your company currency.

• Full Name: The name of your company.

• Address: Your company address.

• Country: Your company country.

• Tax Code Required (Type W only): When selected, the Tax Code field is required on the Transaction Data Entry form for posting the invoice.

After setting up this W record, you can create different subcompanies for invoicing, separating in the P&L, and Security access.

A Type W record that has been used in IMOS cannot be deleted.

Bank Links Tab

Select the Address entries for the Remittance Banks for your receivable invoices. You do not have to set this up for banks you are paying to; their information is set up in the Remittance Bank fields of their customer entries.

• The Remittance Bank record must be set up in IMOS and selected in this record before transactions can be posted.

  • You can select the Def check box to select a default 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.

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

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

Adding an Invoice Logo

You can add a company logo for use on invoices you issue:

• 1. Use File Management to upload a logo.

  2. Click the Logo File field at the bottom right of the Address form.

  3. Select the logo file. The logo will appear on any invoices generated for your company.

Note: Make sure that the file name of the logo does not include special characters, for example, &, *, etc.

Address Book

All entries appear in the Address Book. In the Data Center , under Quick Links, click Address - List.

The Address Book is a standard IMOS list, so you can sort it, filter it, do a Quick Search, and create custom Views for it. You can use logical operations to filter particular columns in the list.