Managing Ship's Account

The Ship's Account, otherwise known as 'Master's Statement', primarily records the overall transactions that have taken place in the vessel. These transactions are classified into Provisions, Bonded Stores, Vessel Cash and Other Payments.

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Updating the Ship's Account for Provisions

Screen Navigation: Payroll - Manage Ships Account - Provisions link

To update the ship's account for provisions:

1. From the HR Manager main menu, click Manage Ships Account under the Payroll menu.

2. On the Manage Ships Account screen, select the Vessel and Year of the account you want to update. Then click on the arrow next to the vessel's account period to view its ship account details.

 

3. Click on the Provisions link. The Provisions window will be displayed where cash and credit purchases of provisions can be registered. Under the Purchase tab, you can log provision purchases made while under the Consumption tab, details of wastage and provision consumption by the crew can be entered.

 

4. To add a new provision purchase, click the Purchase tab and then click the '+' icon at the bottom left of the table. Data entry will be enabled where you can enter all the required information for this purchase:

 

Field

Description

Date

Use the calendar function to select the date the provisions were purchased.

Cash

Select this check box to indicate that the purchase was made in cash. The cash purchase of provision would reduce the closing balance shown in the ship's accounts and increase the closing balance for provision remaining onboard (ROB). A non-cash purchase will only increase the closing balance for provisions remaining onboard.

Invoice No.

Enter the invoice number. This allows for integration with the Invoice module in BASSnet.

Port

Use the Lookup function to select the port where the purchase was made.

Port Agent

This field will be enabled if a port is selected in the Port field. Use the Lookup function to select the port agent who dealt with the purchase.

Ship Chandler

Use the Lookup function to select the ship chandler who handled the purchase.

Supplier

Use the Lookup function to select the supplier of the items.

Currency

Use the Lookup function to select the currency of the purchase.

Amount

Enter the cost of the provisions purchased in the selected currency.

ROE

The exchange rate for conversion into base currency.

Amount

The base currency will be automatically populated based on the exchange rate.

Comments

Include comments regarding this purchase, if any.

5. Click Save. The information you have entered will now be reflected in the table under the Purchase tab, as well as in the Payment column for Provisions on the Manage Ships Account screen.

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

6. To add consumption details, click the Consumption tab. Click the '+' icon at the bottom left of the table. Data entry will be enabled where you can enter information in the following fields:

 

Field

Description

Department

Use the Lookup function to select the department to which the consumption cost will be charged.

No. Crew

Enter the number of crew onboard the vessel.

No. Meals

Enter the number of meals that will be required for each crew member.

Rate

The per day consumption rate (in monetary value) of provisions allowed for the selected department. This rate is retrieved from the Payroll Setup screen.

Amount

The amount consumed will be automatically calculated by the System based on the consumption rate entered, number or crew onboard and the number of meals required per crew member.

From

Use the calendar function to select the start date of the consumption.

To

Use the calendar function to select the end date of the consumption.

Comments

Include comments, if any.

Note: During a stock count, you can manually enter the Actual ROB which will adjust the actual amount of the crew consumption.

7. Click Save. The information you have entered will now be reflected in the table under the Consumption tab.

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

 

 

Updating the Ship's Account for Bonded Stores

Screen Navigation: Payroll - Manage Ships Account - Bonded Stores link

To update the ship's account for bonded stores:

1. From the HR Manager main menu, click Manage Ships Account under the Payroll menu.

2. On the Manage Ships Account screen, select the Vessel and Year of the account you want to update. Then click on the arrow next to the vessel's account period to view its ship account details.

 

3. Click on the Bonded Stores link. The Bonded Stores window will be displayed. Here you can enter details on the items purchased at the port to stock up on bonded store items. Click the Bonded Stores tab.

 

4. To add a new bonded stores transaction, click the '+' icon at the bottom left of the table. Data entry will be enabled where you can enter information in the following fields:

 

Field

Description

Date

Use the calendar function to select the date the transaction took place.

Cash

Select this check box to indicate that the transaction was made in cash.

Invoice

Enter the invoice number for this purchase. This allows for integration with the Invoice module in BASSnet.

Port

Select the port where the purchase was made.

Port Agent

This field will be enabled if a port is selected in the Port field. Use the Lookup function to select the port agent involved in this transaction.

Ship Chandler

Use the Lookup function to select the ship chandler who handled the purchase.

Supplier

Use the Lookup function to select the supplier who supplied the bonded store items.

Currency

Use the Lookup function to select the currency of the transaction.

Amount

Enter the cost of the bonded store item purchased.

ROE

The exchange rate for conversion into base currency.

Amount (Base Currency)

The base currency will be automatically populated based on the exchange rate entered.

Comments

Include comments regarding this transaction, if any.

5. Click Save. The information you have entered will now be reflected in the table on the Bonded Stores window, as well as in the Payment column for Bonded Stores on the Manage Ships Account screen.

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

 

 

Updating the Ship's Account for Other Payment

Screen Navigation: Payroll - Manage Ships Account - Other Payment link

To update the ship's account for other payment:

1. From the HR Manager main menu, click Manage Ships Account under the Payroll menu.

2. On the Manage Ships Account screen, select the Vessel and Year of the account you want to update. Then click on the arrow next to the vessel's account period to view its ship account details.

 

3. Click on the Other Payment link. The Other Payment window will be displayed. Here you can log details of any other payments made either on a cash or credit basis.

 

4. To add details of payments made, click the '+' icon at the bottom left of the table. Data entry will be enabled where you can enter information in the following fields:

 

Field

Description

Date

Use the calendar function to select the transaction date.

Cost Element

Use the Lookup function to select the appropriate cost element for this transaction.

Account

The account number will be automatically populated based on your selection in the Cost Element field.

Cash

Select this check box to indicate that the transaction was made in cash.

Invoice

Enter the invoice number.

Port

Use the Lookup function to select the port where the transaction was carried out.

Port Agent

This field will be enabled if a port is selected in the Port field. Select the port agent involved in the transaction.

Payee

Enter the name of the person to whom the payment was made.

Currency

Use the Lookup function to select the currency of the transaction.

Amount

Enter the amount of the transaction.

ROE

The exchange rate for conversion into base currency.

Amount (Base Currency)

The base currency will be automatically populated based on the exchange rate entered.

Comments

Include comments, if any.

5. Click Save. The information you have entered will now be reflected in the table on the Other Payment window, as well as in the Payment column for Other Payment on the Manage Ships Account screen.

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

 

 

Updating the Ship's Account for Vessel Cash

Screen Navigation: Payroll - Manage Ships Account - Vessel link

To update the ship's account for vessel cash:

1. From the HR Manager main menu, click Manage Ships Account under the Payroll menu.

2. On the Manage Ships Account screen, select the Vessel and Year of the account you want to update. Then click on the arrow next to the vessel's account period to view its ship account details.

 

3. Click on the Vessel Cash link under the Receipt (Vessel Cash) column. The Vessel Cash window will be displayed. Here you can log details of all cash received by the Master.

 

4. To add details of cash received, click the '+' icon at the bottom left of the table. Data entry will be enabled where you can enter information in the following fields:

 

Field

Description

Date

Use the Lookup function to select the date the cash was received.

Port

Use the Lookup function to select the port where the transaction took place.

Port Agent

This field will be enabled if a port is selected in the Port field. Select the Port agent who carried out the transaction.

Payee/Receiver's Name

Enter the name of the person who received the cash.

Status

Select the status of the vessel cash transaction.

Currency

Use the Lookup function to select the currency of the received cash.

Amount

Enter the amount of cash received.

ROE

The exchange rate for conversion into base currency.

Amount

The amount will be automatically populated based on the exchange rate entered.

Reference ID

Enter the reference ID for the vessel cash transaction.

Cost Element

Use the Lookup function to select the cost element of the vessel cash transaction.

Requested Amount

Enter the amount of vessel cash that was requested.

Comments

Include comments regarding this receipt of cash, if any.

5. Click Save. The information you have entered will now be reflected in the table on the Vessel Cash window, as well as in the Receipt (Vessel Cash) column for Vessel Cash on the Manage Ships Account screen.

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

 

 

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