Entering Deduction Details

Here you can enter all crew-related deductions for an account period. These deductions are categorized as Bonded Stores, Cash, Travel, Communication and Other Deductions.

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Entering Bonded Store Deductions
Entering Cash Deductions
Entering Travel Cost Deductions
Entering Communication Cost Deductions
Entering Other Cost Deductions

Entering Bonded Store Deductions for a Crew Member

Screen Navigation: Payroll - Crew Payroll - Bonded Stores link

To enter bonded store deductions for a crew member:

1. From the HR Manager main menu, click Crew Payroll under the Payroll menu.

2. The Crew Payroll screen will be displayed. Use the search field to carry out a search for crew members based on either Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period). For vessel users, the current vessel and accounting period is selected by default. Ensure that the correct account period has been entered and click Go.

Note: Click the search icon in the search field to make your selection of Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period) from a list in the relevant pop-up window.

4. On the Bonded Stores window, click the '+' icon at the bottom of the table to add new bonded store deductions for the crew member. Enter information in the following fields:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	Use the calendar function to select the date the bonded stores transaction was carried out.
Material	Use the Lookup function to select the item that was taken from the store. Make your selection from the Bonded Stores pop-up window that is displayed.
Description	The description of the item will be automatically populated upon bonded stores selection in the Material field.
Material Quantity	Enter the quantity of the item taken.
Material Price	The price of an item will be automatically populated based on the selection in the Material field.
Cash	Select this check box to indicate that the transaction was carried out in cash. Note: Cash sales of bonded stores items are shown in the Ship's Account whereas non-cash sales are shown as deductions in the Payroll Summary.
Dispute	Select this check box if there is any dispute regarding this deduction. Note: A back-end configuration is available to hide/display this check box.
Currency	Use the Lookup function to select the currency of the transaction.
Amount	The total cost of the item taken from the store will be automatically calculated based on entries in the Material Quantity and Material Price fields.
ROE	Enter exchange rate of the transaction currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the transaction.
Crew ROE	The exchange rate of the transaction currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save. The new bonded stores deductions will now be reflected in the table on the Bonded Stores window, as well as in the Deductions column for Bonded Stores on the Crew Payroll screen.

Note: To remove a record from the table on the Bonded Stores window, highlight a record and then click the '-' icon.

Entering Cash Deductions for a Crew Member

Screen Navigation: Payroll - Crew Payroll - Cash link

To enter cash deductions for a crew member:

1. From the HR Manager main menu, click Crew Payroll under the Payroll menu.

2. The Crew Payroll screen will be displayed. Use the search field to carry out a search for crew members based on either Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period). Ensure that the correct account period has been entered and click Go.

3. The crew members based on your selection will then be displayed on the screen. Click on a crew member's Crew IPN record to view his payroll details. Then, in the Deductions column, click on the Cash link. This is where you enter details of cash advances taken by the crew member for the purposes of making deductions from his wage or to indicate that the crew member was paid off in cash upon sign off.

4. On the Cash window, click the '+' icon at the bottom of the table to add new cash deductions for the crew member. Enter information in the following fields:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	Use the calendar function to select the date the cash advance was given to the crew member.
Pay Off	Select this check box to indicate that a crew member's wage is being paid off in cash upon sign off.
Cost Element	Use the Lookup function to select the cost element for which this cash was given. For example, a license expense.
Source	The source of the cash, for instance, 'Master', 'Office' or 'Port Agent'.
Port	If 'Port Agent' was selected in the Source field, then specify the port where the cash was received by the crew member.
Port Agent	If a port was selected in the Port field, then specify the port agent from whom the cash was received by the crew member.
Office	If 'Office' was selected in the Source field, then specify the office from which the cash was received by the crew member.
Dispute	Select this check box if there is any dispute regarding this deduction. Note: A back-end configuration is available to hide/display this check box.
Cheque No.	Enter the cheque number of the amount given to the crew member.
Currency	Use the Lookup function to select the currency in which the cash was given.
Amount	Enter the amount of cash given to the crew member.
ROE	Enter the exchange rate of the cash currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the cash.
Crew ROE	The exchange rate of the cash currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save. The new cash deductions will now be reflected in the table on the Cash window, as well as in the Deductions column for Cash on the Crew Payroll screen.

Note: To remove a record from the table on the Cash window, highlight a record and then click the '-' icon.

Entering Travel Cost Deductions for a Crew Member

Screen Navigation: Payroll - Crew Payroll - Travel link

To enter travel cost deductions for a crew member:

1. From the HR Manager main menu, click Crew Payroll under the Payroll menu.

2. The Crew Payroll screen will be displayed. Use the search field to carry out a search for crew members based on either Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period). Ensure that the correct account period has been entered and click Go.

3. The crew members based on your selection will then be displayed on the screen. Click on a crew member's Crew IPN record to view his payroll details. Then, in the Deductions column, click on the Travel link. This is where you enter travel costs for the crew member and his dependants which are recoverable by the company.

4. On the Travel window, click the '+' icon at the bottom of the table to add new travel cost deductions for the crew member. Enter information in the following fields:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	Use the calendar function to select the date of the travel.
Dispute	Select this check box if there is any dispute regarding this deduction. Note: A back-end configuration is available to hide/display this check box.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Currency	Use the Lookup function to select the currency in which the travel cost was paid.
Amount	Enter the amount incurred by the company for the travel.
ROE	Enter the exchange rate of the travel cost currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the travel cost.
Crew ROE	The exchange rate of the travel cost currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save. The new travel cost deductions will now be reflected in the table on the Travel window, as well as in the Deductions column for Travel on the Crew Payroll screen.

Note: To remove a record from the table on the Travel window, highlight a record and then click the '-' icon.

Entering Communication Cost Deductions for a Crew Member

Screen Navigation: Payroll - Crew Payroll - Communication link

To enter communication cost deductions for a crew member:

1. From the HR Manager main menu, click Crew Payroll under the Payroll menu.

2. The Crew Payroll screen will be displayed. Use the search field to carry out a search for crew members based on either Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period). Ensure that the correct account period has been entered and click Go.

3. The crew members based on your selection will then be displayed on the screen. Click on a crew member's Crew IPN record to view his payroll details. Then, in the Deductions column, click on the Communication link. This is where you enter the communication costs incurred by the company for the crew member's use of e-mail, telex and telephone services.

4. On the Communication window, click the '+' icon at the bottom of the table to add new communications cost deductions for the crew member. Enter information in the following fields:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	Use the calendar function to select the date the communication service was used by the crew member.
Cash	Select this check box if the transaction was carried out in cash.
Communication Type	Use the Lookup function to select the type of communication service that was used by the crew member.
Dispute	Select this check box if there is any dispute regarding this deduction. Note: A back-end configuration is available to hide/display this check box.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Currency	Use the Lookup function to select the currency in which the communication service charge was incurred.
Amount	Enter the amount incurred for the use of the communication service.
ROE	Enter the exchange rate of the communication cost currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the communication cost.
Crew ROE	The exchange rate of the communication cost currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save. The new communication cost deductions will now be reflected in the table on the Communication window, as well as in the Deductions column for Communication on the Crew Payroll screen.

Note: To remove a record from the table on the Communication window, highlight a record and then click the '-' icon.

Entering Other Cost Deductions for a Crew Member

Screen Navigation: Payroll - Crew Payroll - Other link

To enter crew deductions:

1. From the HR Manager main menu, click Crew Payroll under the Payroll menu.

2. The Crew Payroll screen will be displayed. Use the search field to carry out a search for crew members based on either Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period). Ensure that the correct account period has been entered and click Go.

3. The crew members based on your selection will then be displayed on the screen. Click on a crew member's Crew IPN record to view his payroll details. Then, in the Deductions column, click on the Other link. This is where you add any other miscellaneous crew wage deductions which do not fall under any of the previous categories.

4. On the Other Deductions window, click the '+' icon at the bottom of the table to add new miscellaneous deductions for the crew member. Enter information in the following fields:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	Use the Lookup function to select the date the expense was incurred by the company.
Cost Element	Use the Lookup function to select the cost element for this expense.
Cash	Select this check box to indicate a cash payment to the crew member or his beneficiary (i.e. the selection made in the Beneficiary Name field).
Status	Select the status of this record.
Dispute	Select this check box if there is any dispute regarding this deduction. Note: A back-end configuration is available to hide/display this check box.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Beneficiary Name	Use the Lookup function to select the crew member's beneficiary if you are using this Other Deductions feature to pay off a crew member's wages by paying the wages directly to the beneficiary. Use this in combination with the Cash check box.
Currency	Use the Lookup function to select the currency in which the charge was incurred.
Amount	Enter the total amount incurred.
ROE	Enter the exchange rate of the expense currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the expense.
Crew ROE	The exchange rate of the expense currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save. The new cost deductions will now be reflected in the table on the Other Deductions window, as well as in the Deductions column for Other on the Crew Payroll screen.

Note: To remove a record from the table on the Other Deductions window, highlight a record and then click the '-' icon.

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