Details

The Details tab contains the core information required to issue a freight invoice. It is divided into the following sections:

  • Invoice Header: Key invoice information, with some fields required for completion.

  • Cargo Pack Types: Displays cargo details, including quantity and freight rates used to calculate the invoice total.

  • Additional Pack Types: Collapsible section for specifying extra cargo items, such as those transported at different rates.

  • Custom Charges: Used for specifying additional services and fees, including commissions.

Field Definitions per Section

This section contains the primary details of the freight invoice.

The following fields are included:

  • Voyage: Associated voyage.

  • POL (Port of Loading): Multiple values allowed. Auto-filled from bills of lading when the invoice is based on a voyage.

  • POD (Port of Discharge): Multiple values allowed. Auto-filled from bills of lading when the invoice is based on a voyage.

  • Payer: Company responsible for payment.

  • Client: Client company; defaults to the selected payer unless defined in the payer profile.

  • Issued By: Internal company issuing the invoice, selected from Accounting Module settings.

  • Invoice â„–: Automatically generated invoice number; editable if option is enabled in the Miscellaneous tab.

  • Invoice Date: Issue date.

  • Due Date: Payment due date; mandatory if setting is enabled in the admin panel.

  • Bank Account: Bank account of the issuing company; displayed on the invoice.

  • Status: Current invoice status. Possible values include:

    • Draft — Default state for all outgoing invoices;

    • Unpaid — Sent to the counterparty but not paid;

    • Partly paid — Partially settled;

    • Paid — Fully settled;

    • Overpaid — Overpayment recorded;

    • Paid CN — Canceled via credit note;

    • Parsed — Assigned to freight invoices created through the Parse Freight Invoice action.

  • Direction: Invoice direction (Incoming or Outgoing); default is Outgoing.

  • Currency: Invoice currency; defaults to the currency set in the Accounting Module’s administrative settings.

  • Total / Total, Basis: Total amounts in invoice and basis (functional) currencies.

  • Debt: Outstanding amount.

  • Total Reconciled: Amount applied toward another invoice; updates upon reconciliation payment.

  • Total for Payment: Amount payable in the invoice currency. Initially filled based on the sum of services included in the invoice, and updated after a reconciliation payment is made.

  • Week: Loading week number. Initially filled based on the current date; when bills of lading are added, it updates to reflect the Date of Issue of the first added bill.

  • Week X Price (where X is the week number): Contains the average VLSFO fuel price for the specified week, based on MABUX data.

  • F. Date (client fuel date): Period type (week or month) used for calculating the average VLSFO fuel price. Defined in the client’s profile settings.

  • BAF (Bunker Adjustment Factor): Fuel surcharge defined in the client’s profile settings.

  • BAF +/-: Deviation from the client's BAF value, also defined in the client profile.

  • Rates RoE: An optional field for entering the exchange rate from the rate currency to the invoice currency. By default, the value is auto-filled based on system settings configured in the admin panel for the invoice date.

  • Basis RoE: An optional field for entering the exchange rate from the invoice currency to the basis (functional) currency. By default, the value is auto-filled based on system settings configured in the admin panel for the invoice date.

  • Prepayment: An optional parameter for prepayment invoices. A separate prefix can be configured for such invoices in the outgoing invoice number configurator.

This section defines the types of cargo packaging used in the freight invoice.

Available Cargo Packaging Types

  • Boxes (bulk)

  • Boxes (40)

  • Boxes (pallets)

  • Boxes (mini)

  • Pallets

  • Containers

  • Boxes (208)

  • Pallets (mini)

  • Tons

  • M2

  • M3

  • Colli

  • Lumpsum

Packaging Data Fields

Each packaging type includes the following rate-related fields:

  • Amount: Cargo quantity from associated B/Ls.

  • Rate: Freight rate per client.

  • Spot: Optional; excludes BAF (bunker adjustment factor) if enabled.

  • Rate & BAF: Freight rate including bunker adjustment factor.

  • BAF, Basis / Total, Basis: BAF and total cost per packaging type.

General Cargo Fields

Additionally, several general cargo-related fields are included in this section:

  • Cargo: Cargo name from the cargo directory; pre-filled from B/Ls if invoice is voyage-based.

  • PoP Code: Informational Purpose of Payment code.

  • BAF Total / Cargo Total: Totals across packaging types.

  • Show in Freight Invoice: Configurable print options that control the visibility of specific contract and shipment details in the printed version of the freight invoice.

    • Bills of Lading

      Displays the associated bill of lading numbers; the field is auto-filled based on the client’s profile settings.

    • Contract â„–

      Displays the contract number and date; sourced from the payer’s profile settings.

    • Ship Owner

      Displays the name of the ship owner; sourced from the contact profile assigned as ‘Issued By’.

    • As Agent Only

      Adds the phrase As agent only to the invoice; sourced from the same ‘Issued By’ profile settings.

This section is used to add supplementary cargo lines, typically when different freight rates apply compared to the primary ‘Cargo Pack Types’ section.

Each additional entry can be created by clicking the button and includes the following fields:

  • Type: Selected type of packaging. The default value is Boxes (bulk).

  • Amount: Quantity of cargo for the selected type.

  • Rate: Applied freight rate for the cargo line.

  • Spot: An optional flag that, when enabled, excludes the BAF from the freight calculation.

  • Rate & BAF: The combined value of the base freight rate and BAF surcharge.

  • BAF, Basis / Total, Basis: BAF and total cost per packaging type.

  • Comment: An optional text field for internal notes.

  • Port: An optional setting that enables the use of additional client-specific freight rates based on selected POL and POD. If disabled, POL and POD fields are cleared.

  • POL (Port of Loading): When the Port parameter is active, the selection is limited to POL values from the client’s additional freight rate configuration. Otherwise, it is limited to the POL values from the main invoice header.

  • POD (Port of Discharge): When the Port parameter is active, the selection is limited to POD values from the client’s additional freight rate configuration. Otherwise, it is limited to the POD values from the main invoice header.

This section is designed to add other charges and commissions to the freight invoice.

Custom Charges Fields

Custom charges are added using the button and filling in the following fields:

  • Misc N: Description of the charge (where ‘N’ is the line number of the added charge).

  • Rate: Freight rate applied to the custom charge.

  • Amount: Quantity or amount of the charge.

  • Total: Total amount, calculated as Rate × Amount.

Commission Charges

The following fields are used to define the commission:

  • Commission, %: Percentage rate of the commission.

  • Commission Amount: Calculated commission amount, based on the formula

    Cargo Total × Commission,%. The commission amount is subtracted from the final freight invoice total.