IMOS - Claim

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🔑  This is a Key Topic, with high value for all users.

The Claims module supports custom Claims of types other than Demurrage. Rather than being an invoice, a Claim is like an envelope for invoices, which you review and post individually.

To use Claims, set up the following forms:

• Claim Types, such as cargo damage claims, missed laycan claims, and pollution claims, and Claim Subtypes and Laytime Claim Types for further details, so you can sort by them on the Claim List

• Claim Actions, to record Claim or Demurrage processing activities

Claim List

Note: You must have the Claim List Module Right selected, under Quick Links in Operations.

The Claim List contains all Claims that you have the right to view. 

• On the main menu 

  

  , under Operations, next to Claim, click List.

• In the Operations 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.

Claim

Note: You must have the Claim Module Right selected, under Claims in Operations.

1. To view an existing Claim, on the Claim List, click its row or Claim ID link.

2. To create a new Claim, do one of the following:

• On the Claim List, click 

  

  .

• On the main menu

  

  , under Operations, click Claim.

You can work on the Claim or Invoices tab.

Claim Tab

On the Claim tab, you can manage Claim details and log Claim Actions.

• Select the Counterparty and enter at least the Date Sent/Received.

  • The Counterparty determines the default transaction type (AP or AR), although it can be changed.

    • Owner = AP: You have a contract with the owner to use the vessel, and if demurrage is incurred, you will have to pay the owner.

    • Charterer or Receiver = AR: You will be billing this to them to recoup the cost paid to the owner.

  • When a Claim is an AP, you can select a Rebill Option. Rebillable invoices appear on the Voyage Expenses Rebill Management form.

  • When a Rebill Claim is created for an internal counterparty:

    • Claim Status is Settled by default.

    • Analyst field is copied from the AP (Rebill) claim; if there are multiple AP (Rebill) invoices, the Analyst field is left empty in the resulting Rebill Claim.

    • Agreed Amount is set equal to the Original Claim Amount.

    • Date Settled is the date the rebill is created.

• CP Reference: Select a contract type or Stand Alone. For Claims associated with a contract:
  

  • Reference No.: Select a Voyage Fixture, TC In, TC Out, Service Contract, FOB Cargo, Cargo, or VC In ID.

    • If the contract is scheduled, Claim Invoices appear on the voyage Invoices panel for the reference Vessel/Voyage.

    • After an FOB Cargo Claim is saved, it appears on the FOB Cargo Existing Claims grid.

  • Port: Select from ports in the contract itinerary.

• Currency: Defaults according to these rules:

  Claim CP Reference	Default Claim Currency
  Fixture	Currency of Fixture Company
  TC In, TC Out	Currency of TC
  Service, Stand Alone	Existing Default
  Cargo, FOB Cargo, VC In	Currency of the Contract

• In the Out of Pocket field, you can enter a claim amount withheld from freight. This field is for reference only and does not impact any other fields in the Veson IMOS Platform.

• Follow-Up Date is used to alert analysts when follow-up is required. Field will be automatically populated with today's date plus Follow-Up days, as defined in the Claim Actions form. If there is no days defined, today's date will be used.

• In the Claim Action Log, you can click to add a line at the top and select Claim Actions that describe the actions taken.

• To begin processing the claim, change the Claim Status to In Progress.

• When you save the Claim, a Claim ID is assigned. Claims are numbered according to the following scheme:
  CL-YYYY-######
  For example: CL-2013-000001

Invoices Tab

On the Invoices tab, you can create multiple Claim Invoices for a Claim. You can also add links to Related Invoices, for example, if there are expenses for processing the claim, and to Related Claims.

To create standalone invoices for brokers whose Claim Commissions are set to be invoiced separately, click Commission.