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IMOS - Voyage Other Revenues and Expenses

Home > Operations > Voyage Other Revenues and Expenses

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


You can enter any voyage revenues and expenses that are not directly related to freight, bunkers, port DAs (Rebill Management), or demurrage.

To enter other revenues and expenses:

  1. Do one of the following:

    • On the Operations menu 

      , under Port/Other Costs, click Other Revenues/Expenses. Select the Vessel and Voyage Number.

    • On the Voyage Manager, click Other Rev/Exp and then click Other revenues and expenses.

    • On the Cargo Booking or VC In Booking form, right-click a contract line and then click Other Rev/Exp.

      Note: To sort by a column in either grid, click its header.

  2. For each revenue or expense, add a line and enter the relevant information. For the Type:

    • Freight Reb Exp: Creates an AP and an AR on the voyage that can be included in a Freight Invoice or added to an Incremental Freight Invoice.

    • Voy Reb Exp: Creates an AP on the voyage that can be offset by an AR by clicking Rebill on its line item menu to select the Counterparty.

    • TCI Reb Exp: Creates an AP and an AR on the voyage and a negative AP on the TC In Payment. See Entering Settlement of Partial Rebillables.

    • TCO Reb Exp: Creates an AP and an AR on the voyage and an AR on the TC Out Bill.

    • Non Acc Exp and Non Acc Rev: Creates an adjustment to the voyage P&L but does not create a transaction to process through the Financials module.

    • Expense: Creates a standard AP voyage transaction.

    • Revenue: Creates a standard AR voyage transaction.

    • Rebill Exp: Creates an AP on the voyage that can be offset by an AR, either through a TC In Payment/TC Out Bill or, by clicking Rebill on its line item menu to select the Counterparty. To rebill the expense:

      1. Right-click its line item and then click Rebill.

      2. On the Other Expenses Rebill form, enter the Bill To and Invoice Date.

      3. To save the information, click 

        . When you close the form, the line on the Voyage Other Revenues and Expenses form turns green to show that the expense has been rebilled. That one line represents two invoices, one payable and one receivable.

  3. In the Code field, select a Ledger Code.

  4. In the Status field, when it is ready for Accounting, change the value to A: Ready to post.

  5. To add more details on the Other Expenses or Other Revenues form, right-click a line item and then click Details.

    • Payment Terms: Specify a Payment Terms code.

    • Due Date: Calculated based on Payment Terms.

    • TCO Rebill: For expenses of type Rebillable, to rebill to another TC Out, select one in the TC Out Rebill column or leave it blank for the TC Out of the current voyage.
      When rebilled to another TC Out, both the expense and the rebill appear in the P&L of the current voyage. The amount that is rebilled to a different TC Out appears on the Hire Statement of that TC Out as an expense rebillable to that TC Out.

Note: Ensure that Vendor is selected before filling out the Remittance Bank details.

Entering Settlement of Partial Rebillables

  1. Add a line item for the total amount as Type TCI Reb Exp, change the status to Actual, and save the record.

  2. Right-click the line item and then click Details.

  3. On the Other Expense form, enter rebillable and non-rebillable portions of the total amount in separate lines. The calculation for prorating the amount needs to be done manually. The rebillable amount will be carried on to the TC Fixture, and the rest will be an expense on the voyage.

Provisional invoicing

You can set up provisional invoicing to record expected expenses earlier, track them in the P&L, and then draw down from those when the actual invoices come in. For more information, visit the IMOS - Provisional Invoicing article.

Related Configuration Flags

Name

Description

Apply CVE Off Hire to Select Voyage Expenses

CFGEnableOptionalOffHireForCVEs

When enabled, you can apply off hire to selected items in the Time Charter common voyage expenses grid. Checkboxes for all items will be checked by default and can only be unchecked for non-cleaning, non-lumpsum CVEs. Each item checked will apply per-period to the Estimate P&L, Voyage P&L, and Invoicing and Hire Statement.

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.

Convert Other Rev Expense to Provisional
CFGConvertOtherRevExpToProvisional

Other options for TypeProvision Exp or Provision Reb. When a fixture is scheduled, all other revenues/expenses that do not have details and are not in any phase of invoicing will be set to Provisional when saved.  For per-unit expenses, this results in the rev/exp being converted to a provisional lumpsum for the total amount at the time of saving.

Linked Cargo Implies Cargo Expense
CFGLinkedCargoImpliesCargoExp

Y = Voyage Other Expenses with a linked Cargo contract will be classified as Cargo Expenses in the Voyage P&L.

N = Only the Bill Code of the Other Expense invoice is considered when classifying the expense as a Cargo Expense.

Default Other Rev Expense Status to Actual
CFGDefaultOtherRevExpStToA

Defaults Other Rev/Exp status to Actual instead of Pending.

Check Duplicate Invoice Number in Operations
CFGCheckDuplicateInvNoInOps

Controls validation of invoice numbers for invoices created on the Voyage Other Revenues and Expenses, Profit Share Distribution, or Transaction Data Entry form. The available options are:

  • N = No validation.

  • Y = No duplicate numbers allowed for the same vendor. An invoice created in one of these forms cannot be saved when the invoice number is the same as a different bill record for the same vendor.

  • A = No duplicate numbers allowed for the same vendor within the same Account Period. An invoice created in one of these forms cannot be saved when the invoice number is the same as a different bill record for the same vendor in the same Account Period.

When auto-numbering invoices:

  • If neither CFGCheckDuplicateInvNoInOps nor CFGCheckDuplicateInvNoInAct is enabled, invoice auto-numbering considers only AP invoices when auto-numbering an AP invoice, or only AR invoices when auto-numbering an AR invoice.

  • If either CFGCheckDuplicateInvNoInOps or CFGCheckDuplicateInvNoInAct is set to either Y or A, invoice auto-numbering considers both AP and AR invoice numbers.

Check Duplicate Invoice Number in Accounting
CFGCheckDuplicateInvNoInAct

Controls validation of invoice numbers at the time of posting for financial invoices originally created on the Voyage Other Revenues and Expenses or Transaction Data Entry form. The available options are:

  • N = No validation.

  • Y = No duplicate numbers allowed for the same vendor. An invoice created in one of these forms cannot be saved when the invoice number is the same as a different bill record for the same vendor.

  • A = No duplicate numbers allowed for the same vendor within the same Account Period. An invoice created in one of these forms cannot be saved when the invoice number is the same as a different bill record for the same vendor in the same Account Period.

When auto-numbering invoices:

  • If neither CFGCheckDuplicateInvNoInOps nor CFGCheckDuplicateInvNoInAct is enabled, invoice auto-numbering considers only AP invoices when auto-numbering an AP invoice, or only AR invoices when auto-numbering an AR invoice.

  • If either CFGCheckDuplicateInvNoInOps or CFGCheckDuplicateInvNoInAct is set to either Y or A, invoice auto-numbering considers both AP and AR invoice numbers.

Disable Default Other Rev Expense Bill Code
CFGDisableDefaultOtherRevExpBillCode

When this flag is enabled, bill code will not default for Other Revenues/Expenses entered in the Estimate and Voyage if a user leaves it blank. Instead, the user will be required to enter a bill code.

Enable Invoice Accrual Percentage
CFGEnableInvoiceAccrualPercentage

When enabled, an Accrual % field appears and can be used to anticipate bad debt on the following receivable invoices: Freight InvoiceClaim InvoiceTime Charter Billing, Voyage Other Revenue, and Voyage Expenses Rebill.

  • Accrual % defaults to blank. Blank is interpreted as 100%. You can manually set Accrual % to any value greater than 0.

  • An Update button appears so that you can modify Accrual % on invoices that are posted; prior to posting, you can save the invoice to update its Accrual %.

  • The Accrual % value has no affect on posting; the full invoice amount is always posted.

On the Voyage P&L:

  • Invoices with Accrual % values of 100% or blank are handled normally.

  • Amounts for invoices with Accrual % values other than 100% are split between three lines:

    • The top summary line shows the accrual amount = (original invoice amount × accrual %).

    • If you expand the summary line, the next line shows the original invoice amount.

    • The line below shows Provision for Bad Debt = (original invoice amount − accrual amount).

On Monthly Accruals, for invoices with Accrual % less than or greater than 100, the amount accrued = original invoice amount less provision for bad debt.

Auto Adjust Accrual Percentage
CFGAutoAdjustAccrualPercentage

Applies only when CFGEnableInvoiceAccrualPercentage is enabled; as invoice payments are received, the invoice Accrual % is automatically evaluated and increased when necessary to ensure that the sum of payments is not greater than the accrual amount.

Other Rev Expense Counterparty Address Types
CFGOtherRevExpCounterpartyAddressTypes

When this flag is set, only addresses of the specified Address Types can be selected as the counterparty of Other Revenues And Expenses invoices. When the value is empty, all Address Types can be selected.

Access TDE Form from Operations Invoice
CFGAccessTDEFormFromOpsInvoice

NoteCFGEnableTaxGroup must also be enabled.

When enabled, you can access the Transaction Data Entry form by clicking TDE on the toolbar of receivable Claim, receivable demurrage/despatchTime Charter Bill, Voyage Other Revenues and Expenses (Types Revenue and Rebillable Expense), Other Revenues And Expenses By Daily Rate (Type Revenue), and Freight Invoice forms, which can be useful for entering multicurrency tax information.

Lumpsum Other Rev Expense from to
CFGLumpsumOtherRevExpFromTo

When enabled, two new columns appear on the Voyage Other Revenues and Expenses form in the Lumpsum grid for From and To.

Link Cargo Rev Expense to Voyage Rev Expense
CFGLinkCargoRevExpToVoyRevExp

When enabled, there will be a persistent link between Revenues and Expenses add in the Rev/Exp tab in the Cargo form and those in the Voyage Other Revenues and Expenses form. Revenue and expense items added in the Cargo form will be added to the voyage that the cargo is scheduled on. If the cargo is moved to another voyage (or canceled), its revenues and expenses will move with it unless they have already been posted. Additionally, a Vendor field is added to the grid in the Rev/Exp tab of the cargo form, and a Basis field is added to both forms.

Row highlighting and hover help indicate which lines will not be synced because they were created prior to the availability of this configuration.

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