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IMOS - Address Book

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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. This flag 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.

Address Book

The Address Book contains all addresses that you have the right to view.

  • On the main menu 

    , under Data Center, next to Address, click List.

  • In the Data Center quick links, click:

  • As with any other list, you can search, select, adjust, pin, filter, group, and sort columns, reset to the default view, save user views, and export.

  • By default, the following filter is applied, but you can change it: Status is not Inactive

Address

To view an existing Address, on the Address Book, click its row or Full Name link. If the Full Name is not visible, click into the field and use the right arrow on the keyboard to scroll to the right and view the full name.

To create a new Address:

  1. Do one of the following:

    • On the Address Book, click +.

    • On the main menu 

      , under Data Center, click Address.

    • As with any other details view, you can navigate to a different record by clicking its card or return to the list by clicking its Name.

    • 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.

    • 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.

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.

Toolbar

  • Use tools on the toolbar to create, find, save, or delete records.

  • Ports Serviced: View or enter ports serviced by the contact.

  • Agent Expenses: On the Agent/Vendor Port Expenses List, customize the expense breakdown on a Port Disbursement.

  • Report: Run the IMOS Address report.

Panels

To access additional information in the right panel, click any of the following:

Remittance Information tab

Note: This tab is different for Bank (Type N) Addresses and Company (Type W) Addresses.

The Remittance Information tab contains information about Remittance and Correspondent Banks. Add the contact's bank account information here for their payable invoices.

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 (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.

Contacts Tab

This tab contains information about individual contacts for this Address.

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

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 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:

    • TypeN. 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.

Creating Your Company Entry (Type W)

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

  • TypeW. 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.

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

A Type W record that has been used 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 and selected in this record before transactions can be posted.

    • 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 CargoRemittance Bank appears on these forms if configuration flag CFGShowRemittanceInCargo has been enabled.

      • Time Charter OutRemittance 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.

For a Type W address, you can add a company logo for use on invoices you issue:

  1. Use File Management to upload a file.

  2. On the Address Properties panel, select the Logo File.

  3. On the Address toolbar, click

    . The logo will appear on any invoices generated for the company.

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

Related 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.

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 BankInvoice %Payment Terms, and Balance % fields to the CP Terms DetailsCargo COACargoVC 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.

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