Attachments: Open the Attachments form. If you have created multiple incremental Demurrage Invoices, you can add attachments to each Demurrage Invoice. Attachments made to the Calculation tab will be linked with the latest incremental Demurrage Invoice in the calculation. Attachments made to each invoice will flow through to their Financials invoice when it is approved and posted.
: Appears if any Deduction periods overlap; click to see more details. Configuration flagCFGLaytimeAllowerOverlapDeduction determines whether overlapping periods are double-counted.
Calculation Tab
Port Activities appear on a separate tab for each port call. You can import and/or add Port Activities. The type of Port Activity list depends on the calculation method (Deduction or Time Counting). For a new calculation, you can select the method that fits the type of voyage or your preference. A calculation uses either one method or the other, but you can create another calculation using the other method.
Cargo Grid
The Cargo grid shows the details of each Load or Discharge operation. The Laytime Calculation form relies on this information to do the calculation. If any relevant information is missing, complete the fields.
The Quantity column shows the CP Quantity in blue until operational quantities are entered; then they appear in black.
Right-click an itinerary line and then click any of the following:
Remarks: Opens the Remarks form, on which you can add additional information to the itinerary line.
View Cargo Details: Opens the Cargo form.
View CP Terms: Opens a read-only version of the CP Terms Details form.
Load/Discharge Rates: Opens a table that calculates the allowed laytime and the average L/D rate for each itinerary line using data in the itinerary line selected.
Configuration flag CFGEnableLDRateTable must be enabled
Configuration flag CFGEnableLDRateTable must be enabled for the Load/Discharge Rates table right-click option
Port Activities
In the middle of the Laytime Calculation form is the Port Activities list, or Statement of Facts, which is the basis for laytime. Port Activities are shown in a separate tab for each port, and an All Ports tab shows all activities in a single list, in chronological order. For each port, time allowed and time used are automatically prorated, based on the total cargo quantities at the port.
To enter port activities, do any of the following:
Import Activities: To import all the Port Activities entered in the Voyage Manager, so you do not have to enter the Statement of Facts again, click and then select an option for all ports or for the current port only.
To import Port Activities from the voyage, click either From voyage or From voyage (current port only).
If a calculation has already been done, click either From existing Laytime Calculation or From existing Laytime Calculation (current port only).
To import Port Activities from the Voyage Template, click From Voyage Template.
To import activities for an FOB Voyage containing at least one FOB Cargo, click From Reference Voyage.
To manually enter a local list of Port Activities, click Add New Row or right-click to insert a line and then select Port Activities.
Notes:
This is a copy of the Port Activities; changes made here are not reflected back to the Operations module.
If you make any changes to activities and then import activities, your changes are overwritten.
Port Activity lines are color coded, but if you change the times, the colors do not update.
Pink = Arrival at port.
Green = Weekend/Holiday for Time Counting method; Demurrage Start appears when the Show Demurrage Start checkbox is selected.
Blue = Laytime Commenced/Completed.
Deduction Method
When you use the Deduction method and import activities, each main laytime-related activity appears on one line with beginning and ending times.
Any activities that would deduct from the time used, based on their setup, appear in the Deductions table below, with one line per deduction. Changes to From/To Date/Time, Duration, or Deduction cause those lines to recalculate.
With this method, you can use Demurrage on Account, which supports incremental invoicing for Demurrage over the life of a voyage, for the discharging port only.
You can define the height of the Deductions grid using configuration flagCFGLaytimeDeductionTableHeight.
Time Counting Method
When you use the Time Counting method and import activities, all Port Activities appear in a single list. Each activity appears on one line with From Date and Time, To Date and Time, Percentage that the time counts towards Demurrage, and Duration. You can edit these values.
Ignore Weekends: Click to remove Weekend Start and Weekend End rows (if inserted) from the grid for each port. The percentages of the activities between them will be adjusted, and activities named Weekend will be removed.
Adjusting Port Activities
On the tab for a port, you can make any of the following adjustments to activities to record those that are relevant to the calculation. To see the original Port Activities form from the voyage, click the Port Activities link at the top of the list.
Insert activities: Click Add New Row or right-click and insert a line.
Delete activities:
Deduction method: Select activities and then click the Delete link at the top of the list.
Time Counting method: Right-click a line item and then click Delete.
Adjust the Date, the Time, and/or the Percentage that any activity counts in the Laytime Calculation. Adjustments here do not affect the activities of the voyage.
With the Barging module, a Barge column appears before the Remarks field. Up to five barges from the voyage can be selected for an activity; if (All) is selected, hover text shows the names.
The Laytime Calculation form calculates when laytime commences and uses default percentages set according to the Action Type of each Port Activity to determine the time used for each activity. The percentages are initially set as follows:
Port Activity Type
Action Type
Time to Count
Initial Laytime Counting Percentage
Normal Event
NM
All time
100%
Interruption Event
IS = Interruption Start IE = Interruption End
All time between IS and IE
0%
Delay Event
DS = Delay Start DE = Delay End
All time between DS and DE
50%
Resetting Percentages
The Laytime Calculator preserves all manually entered activity and deduction percentages, which appear in blue text, unless you reset them.
To reset percentages to default values, below the Port Activities or Deductions grid, click and then click For all ports or For current port. Default values appear in black text.
On the right side of the form, select a Calculation method:
Standard: Demurrage/Despatch amounts at different ports are calculated individually to decide the final result of calculation of all ports.
Average: Balance days at each port are considered and added together to decide whether the overall calculation is demurrage or despatch. Deductions and interruptions are considered just like in the Standard method.
Reversible: Total allowed laytime is compared to total used laytime; time lost at one port can be made up at the next.
Extra Terms
Laytime Expires: It displays commencement of the demurrage period in green.
Continuous Laytime: This reflects the CP terms where laytime continues to count at sea.
Once On/Always On Dem: If there are stoppages (i.e., interruptions of loading/discharging operations) incurred during the allowed time, they will not count against allowed time. In other words, if we have 2 hours of rain during allowed time, our allowed time is essentially 2 hours longer. Once the vessel exceeds allowed time and is on demurrage, however, any stoppages or deductions of time are no longer deducted, and time counts against the Charterer. If you add deductions after commencement of demurrage, VIP will notify you.
Include in P&L: Depending on the laytime claim Status in VIP, the demurrage/despatch value may or may not appear in the Voyage P&L; you can manually change that.
HH:MM Format: Displays time in hours/minutes format instead of days.
Options
The Include in P&L check box is automatically selected when you set Laytime Calculation Status to Preliminary, In Progress, Dispute, or Settled. If it is not selected, the voyage number does not populate on demurrage invoices and they do not appear in the Voyage P&L. For more details on how laytime is handled in the Voyage P&L, see Including Laytime in the Voyage P&L.
Once On/Always On Dem:
If any Interruption activities occur before DEMURRAGE START, then the activity % value will always set to 0.00, regardless of if Once On/Always On Dem is selected.
If any Interruption activities occur after DEMURRAGE START, then selecting the Once On/Always On Dem check box will set the activity % value to 100.0.
Once enabled, the Demurrage Start row will be automatically inserted into the activity grid.
Net Used Time provides options for rounding:
Exact: No rounding (default option)
Round Up: Rounded up to the nearest hour
Round Down: Rounded down to the nearest hour
Note: When the agreed amount is zero, the system defaults to the calculated despatch or demurrage amount.
Deductions
In this section, you can add Activities to be deducted from the total time. When overlapping deductions are present, the calculation of total deductions will use the higher deduction % for the overlapping period.
Summary Information
Summary information for the selected port appears below the Port Activities; you can edit this information.
You can select the "Apply Allocation Percent to Rate" box to have demurrage/despatch rates prorated (instead of time) for multiple cargoes being loaded/discharged at the port (only for non-reversible, single-port Laytime Calculations).
Status and Saving
Before saving, select a Status:
Laytime Calculation Status
Comment
Default Value of Include in Voyage P&L check box
Invoice number generated after selected
New or Estimated
Cleared
No
Under Review
When you create a Laytime Calculation from the New Calculation Setup form, this is its Status.
Cleared
No
Preliminary
Selected
No
In Progress
When the final amount is being negotiated, select this Status.
Selected
Yes
Dispute
Selected
Yes
Settled
The demurrage amount may change after negotiations. When the amount is settled, enter the amount in the Agreed Amount field, then select this Status. If the Agreed Amount is not entered, the calculated Claim Amount is used.
Settled status will remove the estimated demurrage amount from the P&L (overwrite the estimated amount). When the calculation status is set to Settled, the invoice status is automatically set to Actual.
Selected
Yes
No Demurrage
After doing the calculation, if you determine that there is no demurrage, select this Status. It is not looked at again, and no warnings appear.
No
Averaging
All laytime calculations for the counterparty are added up for the quarter. One final amount results and is applied to all the voyages.
Cleared
No
Withdrawn, Canceled, or Timebar
Cleared
No
Internal
When the cargo is being moved for an internal department, select this Status.
Cleared
No
When you save the Laytime Calculation, the Demurrage/Despatch amount appears on the voyage P&L panel, in the Actual column, overriding any Estimated Demurrage.
Claim Tab
As you process the Claim, you can use this information to track its progress.
Claim Information
Time Bar Date: The date by which the claim has to be sent to the counterparty; this date is calculated, but it can be manually adjusted. It defaults from contract information on the Cargo form; if not there, it uses the Address Book entry for the counterparty; if not there, it uses the system-wide default set on the Claims Lists Settings. If not there, it is set to the last OE date in the voyage + 90 days.
Target Date: The date by which the Claim should be completed; by default, it is the Time Bar date - 45 days. Otherwise, it is Target Days from the Claims Lists Settings form + the last OE date in the voyage.
Last Action and Last Action Date: You can use these fields to record the actions taken for this claim. To update these fields after the invoice is posted, click the Update button.
Claim Status
Adjustment amounts entered within the claims tab will display when running a report under claimed amount column.
When Counterparty type set to Owner, the Remittance Bank selection derives from the Charterer's Remittance Information within the Address Book.
Invoice Information
Status: If the Laytime Calculation Status is Settled, the Invoice Status on the Claim tab is changed to Actual.
Laytime Calculations with Status New and the Include In P&L check box selected can be set to Actual and posted.
Include Broker Commission: To include the Broker Commission in the Demurrage Invoice. The Broker Commission percentage must also be entered. If specified on CP Terms Details for the cargo that it is to be deducted from the invoice, it is automatically considered.
Note
Please Note that adding the same broker twice: i.e. Broker A 3.75% Broker A 1.25% is not supported by the system. As such, please consider aggregating the two into one single entry.
Include Address Commission: To include the Address Commission in the Demurrage Invoice. The Address Commission percentage must also be entered. If specified on CP Terms Details for the cargo that it is to be deducted from the invoice, it is automatically considered.
Company: If you are using auto-generated invoice numbers based on company and you edit this field, the invoice number on the claim will be generated based on the new company selection. If an invoice number already exists for this claim, you will be prompted to keep the existing invoice number or generate a new one based on the new company.
Accrual %: The percentage of the current demurrage amount to accrue when Monthly Accruals are run. The voyage P&L will always show the Actual amount for Demurrage (such as the agreed amount). However, the accrual will break it out into two separate line items to be posted, so you can post the percentage difference to one GL Code and the remaining balance to another GL Code, for example, for a Bad Debt. When cash is recorded against the Demurrage transaction in Financials, to remove the accrual amount from the next month accrual, set the value of the Accrual % back to 100 and click Update next to it.
Demurrage/Despatch Invoice Type Selection
The type of laytime transaction automatically changes, depending upon these factors:
Whether the Company is on demurrage or despatch.
The address type of the counterparty. This chart identifies transaction type logic.
Company Role
Counterparty Type
Dem/Des
Bill Source
AP/AR
Amount Sign
Default Invoice Title
Owner/Operator
Charterer
Demurrage
DEMR
AR
+
Demurrage Invoice
Charterer
Despatch
DESR
AR
-
Credit Memo
Charterer
Owner
Demurrage
DEMP
AP
+
Payable Statement
Owner
Despatch
DESP
AP
-
Despatch Invoice
In the AP/AR field of the New Laytime Calculation Setup form for a Supplier or Receiver, you can select if you want the demurrage or despatch to be considered as AP or AR.
Incremental Tab
On the Incremental tab, you can manage Incremental Demurrage Claims, for adjustments representing the result of negotiations after posting/sending an initial invoice. Because a previous Claim cannot be edited, the Claim must have an Invoice Number and a Status of Actual.
To create a new Incremental Claim, click New Incremental on the toolbar. A numbered Incremental tab appears.
The Incremental tab is the same as the Claim tab, plus a Previously Invoiced grid, which shows previous Claims that were deducted from the current invoice amount to create the correct financial adjustments when posting this Claim. Other than the Original Claim Amount, the calculation can be edited.
Only the data in the current Claim–the original or the most recent Incremental Claim–can be retrieved in the Laytime Calculator and appears in the Voyage P&L.
Only the most recent Incremental Claim can be edited or deleted.
The Total Claim Amount column in the Transaction Summary and Laytime table of the Report Designer represents the total amount due after considering all previous invoices, adjustments, and potential commission deductions.
On the toolbar, click the Reports menu to access the following:
Final Statement Report: This report shows the final agreed Laytime Amount: the newest Incremental Claim excluding Previously Invoiced amounts.
Invoice: An invoice can be printed for each individual Claim from its tab.
Notes Tab
On the Notes tab, you can enter notes related to the Laytime Calculation. Notes can be added, edited, or deleted even after the invoice is approved/posted. You can also view Notes from Operations.
Adding a Note
To add a new note:
If a note already appears in the large text field at the bottom of the form, click New to clear the field.
In the text field, enter the note.
Click OK. The note appears in the table above, with the Date and Time and your User Name as its Author.
Editing a Note
To edit a note, select its Note field. Edit the text and then click OK.
Deleting a Note
To delete a note, select its check box and then click the Delete link.
Notes from Operations
On this tab, you can also view Notes added by Operators in the Voyage Manager.
Related Configuration Flags
Name/Flag
Description
Display Berth information in the Laytime Calculation form
CFGLaytimeEnableBerths
When enabled, displays a column for Berth in the baseline Laytime Calculator Activities. Berth information is displayed as a column in the New Laytime Setup screen and Cargo Handling grid.
Include multiple demurrage and despatch rates for FOB cargoes
CFGMultiDemRate
When enabled, multiple demurrage and despatch rates can be set for FOB cargoes.
Enable LD Rate Table CFGEnableLDRateTable
Enables the Load/Discharge Rate Table in the Laytime Calculator.
Enable Demurrage on Account CFGEnableDemurrageOnAccount
Enables Demurrage on Account, which supports incremental invoicing for Demurrage over the life of a voyage. This business process applies mainly to tankers, which can be on Demurrage for many months during a voyage. Enhancements to the Cargo form and the Deduction method of the Laytime Calculation form support the creation of periodic and final on-account invoices for applicable voyages. Demurrage must be reversible to use this feature.
Hide to Date on Laytime Activity CFGHideToDateOnLaytimeActivity
Hides columns To Date and Time.
Default Laytime Method CFGDefaultLaytimeMethod
Sets the default calculation method for new Laytime Calculations:
D (default): Deduction
I: Time Counting
Laytime Skip Rounding to Minutes CFGLaytimeSkipRoundingToMinutes
Prevents rounding of durations in Laytime Calculations to the minute when fractions are in them.
Zero Allowed Time for Supplier Receiver CFGZeroAllowedTimeForSupplierReceiver
Makes the default Allowed Time 0 in Supplier/Receiver Laytime Calculations.
Laytime Default Allocation by Counterparty Quantity CFGLaytimeDefaultAllocationByCounterpartyQty
Displays the Amount to Owner field and adds validation to compare it with the Agreed Amount.
Laytime Report Exclude Ports Without Activities CFGLaytimeReportExcludePortsWithoutActivities
Removes ports that have no Port Activities from the Laytime Calculation Report and Laytime Invoice.
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.
Warn Continuous Laytime CFGWarnContinuousLaytime
Displays a confirmation dialog whenever the Continuous Laytime check box is changed on the Laytime Calculator.
Laytime Import Delays CFGLaytimeImportDelays
Imports any applicable Delays when Port Activities are imported. Delays can also be manually selected in the Activities grid. For Delays imported or manually selected, the default value of the % column depends on the Laytime column value specified on the Delay Types form.
Use Invoice Date as Exch Rate Date CFGUseInvDateAsExchRateDate
Causes the default Exchange Rate Date for Freight and Demurrage invoices to be the Invoice Date, rather than the Cargo contract Exchange Rate Date.
Include Invoice Attachment Base64 CFGIncludeInvoiceAttachmentBase64
When enabled, includes a base-64 encoded version of the invoice attachments in the XML output.
Enable Claim Created Received Date CFGEnableClaimCreatedReceivedDate
Adds a Date Created/Received field to the Laytime Calculation Claim tab.
Dont Report Laytime Start If No Allocated Used Time CFGDontReportLaytimeStartIfNoAllocatedUsedTime
When enabled, the Laytime Calculation Report and Port Details Report will hide the Laytime Commenced/Completed activity lines if the Allocated Used time for the port = 0.
Enable Demurrage Cap CFGEnableDemurrageCap
When enabled, a Demurrage Cap field is available on the Laytime Calculator. This field can be used to limit the amount of demurrage invoiced for a laytime claim. The Demurrage Cap feature does not apply to Demurrage on Account calculations or to calculations that result in despatch.
Require Laytime Claim Type CFGRequireLaytimeClaimType
When enabled, on the Claim tab of the Laytime Calculation, the Laytime Claim Type field is required.
Enable Port Activity Warranties CFGEnablePortActivityWarranties
When enabled, the Laytime Calculator can calculate time used for warranty activities such as cargo document handling and cargo stripping.If Warranty Start and Warranty End activities are specified in the Laytime Calculation, a new Warranty details section appears in the Laytime Calculation and Port Details reports. This feature applies when CFGLaytimeCalculator = laytime.exe
When enabled, the Payment Terms field is required on all operations invoices. On the Laytime Calculation Claim tab, the Payment Terms field is not required until an Invoice Number is generated.
Adjust for Off Hire Overlap CFGAdjustForOffHireOverlap
If enabled, overlapping Off-Hire Delays are automatically detected, and offsetting entries are created to ensure the overlap doesn't result in double-counting of off hire. The offsetting entries have Delay Type OFF HIRE REVERSE and Delay Reason ADJUST FOR OVERLAP .
Enable Cargo Booking CFGEnableCargoBooking
Enables the Cargo Booking form. Also adds a Booking No. field to nonincremental Freight Invoices; after a Counterparty is selected, you can select one booking of that Counterparty on the voyage, so that only those Cargoes are included on the invoice.
Note: The setting of this config flag determines whether the No. of Cargoes in Booking variable is available on the Pricing Rule form:
Access TDE Form from Operations Invoice CFGAccessTDEFormFromOpsInvoice
Apply Accrual Percent to Demurrage Comm CFGApplyAccrualPercentToDemComm
When enabled, the accrual percentage on the underlying invoice is also applied to the P&L demurrage commission calculation.
Auto Create Estimate Voyage Demurrage CFGAutoCreateEstVoyageDemurrage
If enabled, when creating a new voyage, an estimated demurrage calculation will automatically be created for the voyage, with an estimated amount equal to the sum of the current demurrage estimates for all cargoes in the voyage.
Use Vessel Company for Remit Bank
CFGUseVesselCompanyForRemitBank
When set to 'Y', remittance bank info will be populated from the address book whose short name matches the voyage's vessel code before looking for the voyage company.
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