You can follow alternate bunker invoicing workflows to support different business situations. For example, you can create a Bunker Invoice before a Bunker Requirement or a Bunker Inquiry has been entered, or before knowing the operational lifting quantities. If you like, you can bind the invoice to a bunker purchase or to the operational quantity at a later time. To support this flexibility, there are a number of ways in which you can create a Bunker Invoice.
Creating a Bunker Invoice
To create a Bunker Invoice, use one of these methods:
On the Bunker Requirement form, right-click the selected vendor inquiry (the one with the S check box selected) and then click Create Bunker Invoice.
On the Voyage Bunkers form, right-click a Bunker Liftings line item and then click Create Bunker Invoice.
If an uninvoiced Bunker Purchase matches the values when you complete fields, a selection list appears with the possible relevant Bunker Purchases. Select the appropriate one; its values populate the Invoice.
Complete any other relevant fields.
To approve, post, reject, export, or email an invoice, on the toolbar, click Invoice.
Attach documents or links or double-click to open an attachment, click Attachments. These can only be added once the Bunker Invoice has been saved with the mandatory fields.
Barging costs will be included in the total cost of the bunker invoice automatically when configuration flag CFGEnableBunkerInvLumpsumFields is switched on. When it is off, the barging costs have to be re-entered in the invoice in order for the total costs to recalculate and include them.
Viewing a Bunker Invoice
To view all Bunker Invoices, on the Transaction Summary, apply a filter to the Description column.
To view all Bunker Invoices related to a voyage, open its Invoices panel.
To view a specific Bunker Invoice, do any of the following:
You can create a Bunker Invoice before a Bunker Requirement or inquiry has been entered and then bind the invoice to a bunker purchase later. In another case, you might create a Bunker Invoice before knowing the operational lifting quantities. Again, you can bind the invoice to the operational quantity at a later time.
If a Bunker Invoice is not bound to a Bunker Lifting, some rows in the Report Designer will be empty (e.g., Lifting Date GMT). Binding the Bunker Invoice to the Bunker Lifting and saving the voyage will make the values appear in the report.
Binding an Inquiry to an Invoice
When you create an invoice independent of a vendor inquiry, you can later associate the invoice with the purchase.
On the Bunker Requirement form, right-click the selected line item and then click Bind to Bunker Invoice.
In the Bunker Invoice, click and retrieve the invoice.
To save the information, click .
Binding a Lifting to an Invoice
When you create a Bunker Invoice before knowing the operational lifting quantities, to associate an invoice with the quantity lifted, as recorded in the Voyage Manager, follow these steps.
On the Voyage Bunkers form, right-click a Bunker Liftings line item and then click Bind Bunker Invoice.
In the Bunker Invoice, to save the information, click .
Automatically Posting a Bunker Invoice
Through the use of the Messaging Service, you can automatically post Bunker Invoices once they are imported into the system. Bunker Invoices will default to nonrebillable-type invoices because a Bunker Invoice would always be a transaction with a third-party vendor. Should you need these to be rebillable-type invoices, a change will need to be made to the XML.
For clients who have purchased the MessagingService, the full MessagingServiceManual is available on request.
Enables display of lumpsum fields for barging costs and other costs in the Bunker Invoice form, augmenting the rate fields so these costs can be entered independent of invoice quantity.
Tax on Tax PST CFGTaxOnTaxPST
Causes PST Tax to consider all items on the invoice as taxable, including other tax lines, rather than applying only to non-tax invoice items.
Auto Post Bunker Invoice CFGAutoPostBinv
Bunker Invoices that are imported as Pending will be automatically posted as long as they are within acceptable thresholds defined in CFGAutoPostBinvTotalTolerance, CFGAutoPostBinvPriceTolerance, and CFGAutoPostBinvQtyTolerance.
In addition to validating that amounts are within the tolerances defined:
The related Bunker Inquiry/Purchase must be status Ordered.
The related Bunker Requirement must be status Approved.
The PO Number on the incoming Invoice must match that on the Bunker Inquiry/Purchase.
The voyage information defined in the Invoice must match that on the Requirement.
If any of the validations fails, the invoice will still be imported as Pending status.
Auto Post Bunker Invoice Total Tolerance CFGAutoPostBinvTotalTolerance
When CFGAutoPostBinv is enabled, pending bunker invoices imported through the Messaging Service will be automatically posted if they meet certain data validations. Set the tolerance here in base currency for the acceptable difference between the bunker invoice's total amount and the related ordered inquiry's total amount.
Auto Post Bunker Invoice Price Tolerance CFGAutoPostBinvPriceTolerance
When CFGAutoPostBinv is enabled, pending bunker invoices imported through the Messaging Service will be automatically posted if they meet certain data validations. Set the tolerance here in base currency for the acceptable difference between the bunker invoice's price per metric ton and the related ordered inquiry's price per metric ton.
Auto Post Bunker Invoice Quantity Tolerance CFGAutoPostBinvQtyTolerance
When CFGAutoPostBinv is enabled, pending bunker invoices imported through the Messaging Service will be automatically posted if they meet certain data validations. Set the tolerance here in metric tons for the acceptable difference between the bunker invoice's Inv Qty and Opr Qty.
Preserve Line Items on Bunker Invoice Post CFGPreserveLineItemsOnBINVPost
When posting a bunker invoice, all individual items will be preserved; barging and other costs will not be added to the base price.
Enable Veslink Bunkering Form Date Sync CFGEnableVeslinkBunkeringFormDateSync
When enabled, upon submission and approval of a Veslink Bunkering Form, the Bunkering Completed time and date field from that form will be synced with the Bunker RequirementDelivery field and the Bunker Invoice Delivery Date field, if they exist. If there are multiple requirements for the given port call, it updates each one of them.
Default Unactual CFGDefaultUnactual
When enabled, the Status of a newly created bunker, freight, equipment, hire, or commission invoice is set to Pending by default.
Link Bunker Invoice With Purch Match Vendor CFGActLinkBINVWithPurchMatchVendor
If CFGActLinkBINVWithPurchaseNo is enabled so that Bunker Invoices can link to Bunker Purchases by PO Number, this flag controls whether or not the Bunker Invoice vendor must match the Bunker Purchase vendor for the link to be made. To allow for non-matching vendors, this flag should be disabled.
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