Veslink - Standard Forms

Veslink standardizes voyage communications to help you collect and analyze current positions and other critical voyage data and share information with a network of trusted partners.

The office sends forms in a zipped folder that contains a single HTML file. The Noon Report opens first; if it is not part of the zipped folder, then the first form, sorted alphabetically by form title, opens. The other forms are available on tabs along the top of the form.

When completing standard forms, masters can work with drafts, submit forms, retrieve the last submitted form and ROBs, format for print, and export to XML.

Veslink Standard Forms

The following standard forms are available:

Noon Report

• Different fields appear depending on the Location selected (In Port, At Sea, or In Transit).

• Reference Port is an optional field that enables users to select from a list of standard IMOS ports. This can be used, for example, when sending a Noon Report when passing a port that is not included in the voyage itinerary. This field updates the Ref Port column in IMOS Activity Reports.

Arrival Notice

Arrival Notices submitted to a non-consecutive uncommenced voyage will now automatically commence that voyage. This includes Arrival Notice submissions via the vessel forms, the Agent Portal, and the API.

Note: The observed distance reported on the Arrival Notice should be recorded as the distance traveled since the previous report.

Departure Notice

Bunkering Form

If you enter a value in the Port ETD field, the voyage's itinerary in IMOS will be updated with that ETD.

Cargo Handling Form

• The Berth field is a free-text field that is validated during the approval process in IMOS. The validation includes a list of all applicable berths available for the Cargo.

• When you click on a Cargo Handling line, fields appear for Alternative unit figures and additional values.

• A Stowage section appears for vessels with one or more tanks defined.

• These fields will collapse when users click out of the Cargo Handling Line’s data box to save space and make room for additional lines to be added.

Delay/Off-Hire Notice

The Delay/Off-Hire Notice handles delay and off-hire records and populates the Delay form in the IMOS Voyage Manager.

With Track Event ROBs selected for the Form Group, a ROB column appears in the fuel grid, where you can capture ROBs at the end of the delay.

Statement of Facts

Port Activities can be defined by Port Function and/or Voyage Template in the IMOS Data Center. This information is sent to the vessel as part of the forms package.

• To insert an Activity line above an existing line, set the time of the activity to sooner than the existing line.

• From the Port Activity Template field, you can select defined Port Functions or No Template.

  • If you select No Template, you can manually add Port Activities in the Port Activity control below it.

  • If a Voyage Template has been defined for the voyage, and you select a Port Function the Port Activities defined for the particular port function will automatically appear in the Port Activity control.

    • The Offline Form Tool will pull this info from the latest commenced voyage when sending the forms to the vessel. If the template was only added later, you will need to resend and ensure that the vessel's latest commenced voyage has a Voyage Template defined.

  • If no Voyage Template has been defined for the voyage, and you select a Port Function, the Port Activities related to it appear in the Port Activity control.

• With Track Event ROBs selected for the Form Group, you can click Show ROBs on the bottom of the Port Activity control to enter ROBs for each Fuel Type for each Activity.
  To toggle back to entering basic information, click Hide ROBs.

• For SPOT and RELT voyages in which bunkers are not tracked, to arrive and depart a port call, a single Statement of Facts form can be submitted. The form’s PS and PE dates/times will be used as the arrival and departure date/times for the voyage. If the form only has a PS or a PE activity, it will not sail the port call. The Statement of Facts form will also update the port activities, including the PS and PE times if the port call is already sailed.

Port Disbursement Form

Requires access to the online Agent Portal. Not available as a Veslink Offline Form.

• In the Description field, you can select from a list of expenses to add to the Disbursement form. The total expenses will calculate automatically as you add an Amount to each expense line.

• The Total will calculate automatically as you add an Amount to each expense line. When you add a value to the Rate field, the form will automatically calculate the Amount (Base Currency) by factoring in the rate.

• Once you select an option from the Status field (Advance, Final, or APR), the Reference field will populate automatically.

Working with Offline Form Drafts

You can save drafts of Offline Forms on your browser or computer and then open them later to continue working.

Saving on Your Browser

Requires Google Chrome, Mozilla Firefox, or Apple Safari.

To save a draft on your browser, click 

To open a draft, click its The last Draft Saved timestamp link.

Saving on Your Computer

To save a draft on your computer:

• If you are using Google Chrome, Mozilla Firefox, or Apple Safari, click 

  

  .

• If you are using Microsoft Internet Explorer, click 

  

  .

To open a draft, click 

Submitting a Form

To submit a form to shore:

1. Click Submit.

   

2. Select the information you want to include in the submission, click Create Email..., and then follow the instructions on the Complete Form Submission form.

When sending the form via email, make sure to remove any email signatures after the submission text (i.e., human-readable text and/or encoded data). Otherwise, the submission will fail.

If the email body is larger than a certain size limit, then Windows prevents Veslink from automatically inserting the large content into the email. In this case, the email body, subject, and email address must be manually copied into a new email.

Retrieving the Last Submitted Form

Requires Google Chrome or Mozilla Firefox.

To retrieve the last submitted form, at the top of the current form, click the Last Submitted time stamp link (for example,

Retrieving Last Submitted ROBs

Requires Google Chrome, Mozilla Firefox, or Apple Safari.

To retrieve last submitted ROBs:

1. Open an Offline Form that includes a Bunkers ROB control.

   • In its Form Group, the Show Last ROB column in ROB control check box must be selected.

2. Above the Bunkers ROB control, next to Retrieve Last ROB, click the time stamp link.

   

Printing a Form

When you click 

Exporting to XML

You must have Export Form Data to XML selected in System Configuration, on the Forms page, under Printing.

To export a form to XML, click 

• For a Statement of Facts, if you have the Charterer column enabled in the Port Activity control, you are prompted to select charterer(s) for which you want to export port activities.

Configuring the Form Definition

Clicking the hyperlinked name of a Standard Form will bring users to the Form Definition page, where various settings can be modified.

For example, to configure forms to be automatically approved, clear the Requires approval check box:

• Sequence number: affects the display of forms in Onboard form lists. Purely a UI component so that Arrival is the beginning of the list and Departure is at the end. It has no functional purpose.

• Requires approval: the form will not be accepted into IMOS without an operator clicking Approve.

• Allow multiple submissions: this allows you to submit a form more than once per voyage leg.

• Is required: makes it so you are unable to depart from the port until the form has been submitted.

• Hide: acts as a soft delete, because form templates cannot be deleted where a form submission exists. This will hide the form template as an option for future submissions, but should not hide any existing submissions.