¶ Paperless PDA to FDA Workflow Automation
Cargo refers to a shipment of goods or produce, also known as freight. Those goods may be transported by land, water, or air. Cargo is used for all types of goods, including those carried by rail, van, truck, or intermodal container. Pomfret Cargo Management Solution is an automation solution for Cargo Loading and Unloading Activities.
Cargo loading operation (figure 1) is the process of loading cargo onto a ship. The cargoes which have to be transported from one port to another are loaded accordingly.
Cargo Unloading (figure 2) refers to the operation of unloading of goods from ships and handing over the consignment to the port authorities and to the respective clients once the respective port has arrived.
Types of Cargo
There are mainly two types of Cargoes handled by the Shipping and Logistics industry on a day-to-day basis i.e., General Cargo and Bulk Cargo (figure 3). Here, we will discuss the gaps in the handling process of these Cargo.
¶ General Cargo
General cargo refers to goods that are individually transportable in one piece, such as packages, barrels or boxes. General cargo can be sub-divided into three categories, such as- Container Cargo, Break Bulk Cargo and Neo bulk cargo.
¶ Bulk Cargo
In shipping, bulk cargo refers to items that are shipped loosely and unpackaged, as opposed to encased in packages or containers. There are two types which are; (i) Liquid bulk cargo, (ii) Dry bulk cargo
Gap In Cargo Handling Process
There are various types of delay elements that might have an effect on the performance and effectiveness of any shipment operation, especially in port. ‘Foul weather and tide prediction' is the maximum widespread sub-cause of delay creation. The following are controllable issues present which can be solved through Automation;
• Knowing the current status of the ship and shipment status (whether PQ formalities are completed, survey completed, berth status etc).
• LCL combines several shipments into one container which creates more work for the forwarder, as there is additional paperwork. Keeping track of the documents are vital.
• Time consuming process of documentation.
• As most activities are performed manually, probability of human error is high.
• Communication between each activity is proven to be vital in order to get timely updates.
• Understanding Profit and Loss for each shipment.
¶ About Pomfret Cargo Management Solution
It is a Cloud Based Solution which enables the stakeholder to perform all activities at any time in one place. It is based on Order to Cash process but customizable as per the user’s business processes. It focuses mainly on the Marine, Freight, Logistics Industry to help with Cargo Loading and Unloading Process.
Users can perform their daily activities using Pomfret Cargo Management, such as; Creating and Sending Porforma DA, View Statement of Facts, Track Voyage status (ETA, ETD, Berthed date, sailed date etc), Make payments, Track Ship status based on IMO number, Analyse profit/ loss for each shipment, Send Final Disbursement and other such tasks.
Key Features of Pomfret Cargo Management Solution
Our solution focuses mainly on the Marine, Freight, Logistics Industry to help with Cargo Loading and Unloading Process. We have integrated the below:
- Integrated electronic document management system.
- Remote Accessibility
- Automated generation of documents from data (such as Statement of Facts, Boarding documents, customs clearance document etc.)
- Tracking of vessel and port monitoring using AIS (figure 4)
- Slab-based pricing for services
- Mapping of orders to sales & purchase invoices for profit analysis
- Efficient cooperation with ports for berth allocation and on boarding pilot.
- Automated reminders to customers/logistics to discharge the goods.
Benefits of Pomfret Cargo Management Solution
Automation has several benefits like, Reduced Repetitive Manual Tasks, Better Transparency, Reduced Operational Costs, Optimizing Performance, etc. Amongst these benefits, Pomfret Cargo Management Solution benefits the users in the following ways:
- Creates a paperless office with efficient operation.
- Since less time is spent without doing manual repetitive tasks, it enables users to complete much more tasks. Thereby, increasing productivity.
- It can be accessed from anywhere at any time.
- Less error in port, customs and immigration documents as documents are generated automatically.
- Reminders of key SLAs (deadlines) to avoid demurrage and detention fees.
- Better control by monitoring of ship voyage, operations, finance and customer relationship activities in one-place.
¶ How to Create a Proforma Disbursement Account (PDA)
Creating a Proforma Disbursement Account (PDA) involves several detailed steps to ensure all necessary information is accurately recorded. Below is a structured guide to help you create a comprehensive PDA.
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¶ Main
¶ Detailed Information
Organization Name
- Sri Corporation: The name of the organization responsible for managing and overseeing the PDA.
Currency
- USD (United States Dollar): The currency in which the financial transactions are conducted.
PDA Information
- PDA No (Proforma Disbursement Account Number): SAO/74994 - A unique identifier for the PDA document.
- PDA Date: 2024-06-04 - The date when the PDA was created.
- PO No (Purchase Order Number): Enter (Note: This field is required) - A unique identifier for the purchase order.
- PO Date: YYYY-MM-DD - The date when the purchase order was issued.
Template Options
- From Scratch: Create a new PDA document from the beginning without using any pre-existing templates. Suitable for unique or custom PDAs.
- From Quote Template: Use a pre-defined template based on a quotation. Ideal for scenarios where the PDA needs to match a previously provided quote.
- From PDA Template: Use a pre-existing PDA template. This is useful for standard or recurring PDAs where the format and content are similar to previous documents.
¶ Customer Information
- Customer ID: A unique identifier for the customer.
- Customer Name: The name of the customer.
- Payment Terms: The terms and conditions agreed upon for the payment.
- Payment Method: The method through which the payment will be made.
- Payment Currency: The currency in which the payment will be made.
- TRN Number: The Tax Registration Number of the customer.
- Credit Used: The amount of credit used by the customer.
- Credit Limit: The maximum amount of credit that can be used by the customer.
- Price List Name: The name of the price list applicable to the customer.
¶ Address Details
- Billing Address: The address where the invoice will be sent.
- Shipping Address: The address where the goods will be delivered.
¶ Vessel Information
- Vessel Type: The type of vessel involved in the operation.
- Vessel Name: Enter - The name of the vessel.
- Voyage: Select - The voyage number or identifier.
- Operation Port: The port where the vessel will operate.
- GRT (Gross Registered Tonnage): Enter - The total internal volume of the vessel.
- LOA (Length Overall): Enter - The total length of the vessel.
- Exchange Rate: The exchange rate applicable at the time of the transaction.
- Execution Rate: The rate at which the transaction is executed.
- On Deck Cargo: Enter On Deck Cargo - Details of the cargo placed on the deck.
- Import: Details of the imported cargo.
- Export: Details of the exported cargo.
- Indexation: The method of adjusting the value of the cargo for inflation or other economic factors.
¶ Service
Please select the type of services you require for your journey:
- Voyage:
- Port Call:
- Shipping Discharge:
In this section, you can add services required during your voyage/port call, which will be calculated based on the charges associated with the selected quantity.
By following these structured steps and ensuring all necessary information is accurately filled in, you can create a detailed and comprehensive PDA that meets all required standards and facilitates smooth financial and operational transactions.
¶ Documents
Maritime operations involve a complex web of regulations and procedures to ensure the safety, efficiency, and compliance of vessels. Here is a comprehensive list of crucial maritime documents:
¶ Port Community System
A system that facilitates the exchange of information between various stakeholders involved in port operations, ensuring efficient and effective handling of port activities.
¶ Maritime Declaration Of Health
A document submitted by the ship's master to the port health authorities, declaring the health status of everyone on board and reporting any symptoms of infectious diseases.
¶ MMD Report
Merchant Mariner Document (MMD) report, which includes details about the credentials and qualifications of the mariners on board.
¶ Declaration Of Security
A document that outlines the security measures agreed upon between a ship and a port facility or another ship with which it interacts, ensuring compliance with the ISPS Code.
¶ ISPS (PANS)
International Ship and Port Facility Security (ISPS) requirements, including security protocols and procedures to protect ships and port facilities from threats.
¶ VTS Reporting Form
A form used to report to the Vessel Traffic Service (VTS), which monitors and assists in the safe and efficient movement of vessels within a designated area.
¶ Declaration On Use Of Thuraya/Iridium Satellite Phones
A declaration concerning the use of satellite phones on board, ensuring compliance with regulations and communication protocols.
¶ Ship's Particulars
A document containing detailed information about the ship, including its dimensions, tonnage, construction, and other technical specifications.
¶ Crew List
A comprehensive list of all crew members on board, including their names, ranks, nationalities, and other pertinent details.
¶ Last 10 Ports of Call
A record of the last ten ports that the vessel has visited, including dates of arrival and departure, to ensure traceability and compliance with port state control requirements.
¶ YF Vaccination List
Yellow Fever vaccination list, providing evidence that all crew members have received the necessary vaccinations against Yellow Fever.
¶ Medical Chest Certificate
A certificate confirming that the ship's medical chest is stocked according to regulations and contains all necessary medical supplies and medications.
¶ Nil List
A declaration that there are no prohibited items, contraband, or undeclared goods on board the vessel.
¶ Last Port Clearance
The clearance document obtained from the last port visited, indicating that the vessel has been authorized to leave and proceed to the next destination.
¶ PSC Report
Port State Control (PSC) report, detailing the findings and results of inspections conducted by port state authorities to ensure the vessel's compliance with international regulations.
¶ Cargo Manifest
A document listing all cargo carried on board, including details such as type, quantity, weight, and destination, essential for customs and port authorities.
¶ Stowage Plan
A plan showing the arrangement of cargo on the vessel, ensuring proper weight distribution and stability during the voyage.
¶ P & I Certificate
Protection and Indemnity (P&I) insurance certificate, providing coverage for third-party liabilities, including injury, pollution, and damage to cargo.
¶ International Tonnage Certificate
A certificate issued under the International Convention on Tonnage Measurement of Ships, providing the gross and net tonnage of the vessel.
These documents are essential for the safe, efficient, and compliant operation of maritime activities, ensuring that all regulatory, safety, and operational requirements are met. Each document serves a specific purpose and must be maintained and updated as required by maritime laws and regulations.
¶ Notes
Add Your Note Here
• User ID: User ID here
• User Name: User Name here
• Queue Name: Queue Name here
• Description: Description here
• Remarks: Remarks here
Now you can access your added PDA, where you can proceed to add bills, attach invoices, make payments for services, and track your profit and loss.
¶ DA
DA refers to the details you provided when creating the PDA.
¶ Bill
- Users enter details of various expenditures, select which ones to include in the invoice, and then calculate totals. The system helps in managing and summarizing expenditures for invoicing purposes, ensuring accurate and comprehensive records.
Expenditure Report
- Expenditure Type: Fresh Water
- Expenditure Date: 06/06/2024
- Document Type (Doc. Type): Bill
- File Reference: [Insert Internal Reference/Tracking Number]
- Vendor Name: BISLERY
- GST Number: KHEIIH57722FFF
- GST%: 18%
- INR Amount: ₹45,000
- USD Amount: $738
- INR Total: ₹53,100
Expenditure Type: Fresh Water
This field specifies the type of expenditure, which in this case is "Fresh Water". It describes what the expenditure is for.
Expenditure Date: 06/06/2024
Denotes the date when the expenditure occurred. In this instance, it's "06/06/2024", indicating the 6th of June, 2024.
Document Type (Doc. Type): Bill
Stands for Document Type. It categorizes the type of document being referred to. In this context, it's a "bill", indicating that it's a document requesting payment for goods or services provided.
File Reference: [Insert Internal Reference/Tracking Number]
This field may refer to any internal reference or document tracking number associated with the transaction. It's often used for organizational purposes.
Vendor Name: BISLERY
Specifies the name of the vendor or supplier from whom the goods or services were purchased. In this case, it's "BISLERY".
GST Number: KHEIIH57722FFF
Short for Goods and Services Tax Number. It's a unique identifier assigned to businesses for tax purposes. In this example, it's "KHEIIH57722FFF".
GST%: 18%
Denotes the percentage of Goods and Services Tax applicable to the transaction. In this case, it's "18%", indicating the tax rate applied to the expenditure.
INR Amount: ₹45,000
Represents the amount of the expenditure in Indian Rupees (INR), which is ₹45,000 in this case. This amount reflects the cost before any taxes or additional charges are applied.
USD Amount: $738
Indicates the equivalent amount of the expenditure in United States Dollars (USD), which is $738. This provides the cost in a different currency.
INR Total: ₹53,100
Specifies the total amount of the expenditure, including taxes and other charges, in Indian Rupees (INR). Here, it's ₹53,100.
This document details each field of the expenditure report, providing clarity and organization.
¶ Invoice
In this section, you can add advance or installment payments, which will be subtracted from your total payment.
¶ Make Payment
This indicates that a payment needs to be made.
In this section, you can see the services that are added while creating PDA. These services are divided into three sections according to their category: 1) Man Dues, 2) Port Charges, and 3) Ancillary.
¶ MAN Dues
Users can enter details about the dues and payments related to maritime operations. They can input specifics about the transaction, upload payment proofs, and keep track of the balance amounts both in INR and USD. The action buttons at the bottom allow for saving, submitting, or canceling the entered information.
Payment Details for Marine Aids To Navigation
- Particulars: Marine Aids To Navigation
- NRT (Net Registered Tonnage): 3221
- On Deck Cargo: 400
Vendor Information:
- Vendor Name: AVL SHIPPING
- Currency: INR
Price Details:
- Price: INR 28,968
- Tax Rate: 18%
- Line Net Amount (Total): INR 34,182.24 / USD 474.75
Balance Amount:
- Balance Amount (INR): INR 34,182.24
- Balance Amount (USD): USD 474.75
Action:
- Action: Make MAN Payment
Particulars: Marine Aids To Navigation
This field describes the specific nature of the transaction, indicating that it involves Marine Aids To Navigation.
NRT (Net Registered Tonnage): 3221
Net Registered Tonnage (NRT) is specified as 3221, providing information about the size of the vessel associated with this transaction.
On Deck Cargo: 400
This denotes the amount of cargo that is on deck, which in this case is 400 units.
Vendor Information:
- Vendor Name: AVL SHIPPING
Specifies the name of the vendor involved in the transaction, which is AVL SHIPPING. - Currency: INR
Indicates the currency used for the transaction, which is Indian Rupees (INR).
Price Details:
- Price: INR 28,968
Represents the price of the Marine Aids To Navigation in Indian Rupees. - Tax Rate: 18%
Denotes the tax rate applied to the transaction, which is 18%. - Line Net Amount (Total): INR 34,182.24 / USD 474.75
Reflects the total amount including tax, both in Indian Rupees and United States Dollars.
Balance Amount:
- Balance Amount (INR): INR 34,182.24
Specifies the remaining balance in Indian Rupees after payment. - Balance Amount (USD): USD 474.75
Specifies the remaining balance in United States Dollars after payment.
Action:
- Action: Make MAN Payment
Indicates the necessary action to be taken, which is to make the payment for Marine Aids To Navigation.
[Save] [Cancel]
This document provides a detailed breakdown of each field within the payment details for the transaction involving Marine Aids To Navigation.
¶ PORT CHARGES
Users can enter details about the port charges related to maritime operations. They can input specifics about each transaction, such as the product name, vendor, purchase price, approved and paid quantities, and the corresponding amounts. The action buttons at the bottom allow for saving, submitting, or cancelling the entered information. This helps in managing and summarizing port charges for accurate and comprehensive records, ensuring all dues are properly accounted for.
¶ Ancillary
The term "Ancillary" in this context refers to secondary or supplementary activities or services that support the main operations of a business or project. In this table, it seems to cover various expenses and services related to a specific project or set of operations.
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¶ Payments
Payments are divided into two sections: received payments and port payments.
¶ Received Payments
In this section, we can see the advance payment that was previously made and recorded in the invoice section.
Payment Details for Received Payment
- Purchase Invoice No: INV/56741
- Payment Method: NetBanking
- Payment Date: 2024-06-06
- Customer Name: EVERGREEN
- Payment Type: PAYMENT_IN
- Paid Amount: INR 20000
Purchase Invoice No: INV/56741
This field specifies the Purchase Invoice Number associated with the payment.
Payment Method: NetBanking
Indicates the method used for the payment, in this case, NetBanking.
Payment Date: 2024-06-06
Denotes the date when the payment was made, which is the 6th of June, 2024.
Customer Name: EVERGREEN
Specifies the name of the customer who made the payment.
Payment Type: PAYMENT_IN
Describes the type of payment, whether it's an inbound payment or received payment.
Paid Amount: INR 20000
Represents the amount paid in Indian Rupees.
This document provides a structured breakdown of the received payment details for the PDA payment, detailing each field for clarity and organization.
¶ Port Payments
This document delineates the payment details associated with Purchase Invoice No PUR/82743.
For Marine Aids To Navigation:
- Vendor Name: AVL SHIPPING
- Payment Method: NetBanking
- Payment Date: 2024-06-11
- Payment Type: PAYMENT_OUT
- Paid Amount: 858,786 INR
For Anchorage Fee-Berth Available, Anchorage Fee-Berth Not Available, and Pilotage:
- Vendor Name: -
- Payment Method: NetBanking
- Payment Date: 2024-06-06
- Payment Type: PAYMENT_OUT
- Paid Amount: 199,350 INR
For Turn Around Charges:
- Vendor Name: -
- Payment Method: NetBanking
- Payment Date: 2024-06-06
- Payment Type: PAYMENT_OUT
- Paid Amount: 5,668.56 INR
This document provides a comprehensive breakdown of each field within the port payment details, including service name, vendor name, payment method, payment date, payment type, currency, and paid amount for each service.
¶ Profit & loss
In this section, we can view the profit and loss status during PDA.
You can also download your PDA upon its completion
After completing all these details, you are now able to change the status of this PDA to complete FDA.
Now you just have to go to the FDA section list, and whatever PDA you have created, you simply need to search for it. Once found, you will be able to see FDA. It is the same as PDA, with the only difference being that the PDF you will download for FDA is different.
If you wish to revert from FDA to PDA, you can do so by selecting the "Revert back to FDA" option in the form's section below.
¶ FAQ
¶ Why is the vendor name "VOC" created but not available in the selection area when making port dues, and how can this issue be resolved, along with the tariff discrepancies?
While creating services, if the service is INR-based and the vendor is also INR currency-based, then only those vendors will appear in the selection area. Similarly, if the service is USD currency-based and the vendor is also USD currency-based, only those vendors will be visible in the selection area.
¶ Why are only the "Pilotage" and "Berth Hire" options selected when making a payment?
If the Port Dues service has vendors, we must select the vendors from the dropdown. After that, we can proceed to make the payment and select all the options.
¶ Why was the tariff not updated while creating the PDA?
If the tariff was added previously and you edit the values, the updated values will not reflect in the existing PDA. The new values will only appear when you create a new PDA. Additionally, for any GRT and NRT-based services that are standard, you can only change their values through the services section. If you add a new GRT or NRT-based service, it will not update in the PDA and will return a value of 0. Only unit-based services can be created and reflected in the PDA.
¶ Receive payment option is missing ?
To access the "Receive Payment" option, go to the Invoice tab, and in the Details section, you will be able to see the "Make Payment" option.
