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Ship Agency Software

Vessel Agency Software


Our Advanced Ship Agency Software is accessed from
any internet enabled device over a standard web-browser.
Our pay-as-you-go format ensures you only pay for what you use.
There are no signing-on fees or upfront investment. You register
online via a simple process and then authorise any number of
your staff to join you in our Agency Software environment
with no further charge. Because we recognise that each agent
has different requirements, our Agency Software gives you the
option of customising each section so that each screen contains
the information you require in the format of your choosing.

Port Calls

Once an offer is created and accepted, our Agency Softwarewill take all relevant information to generate a corresponding port call to handle
all activities relating to the vessel, the crew and passengers,
the port authorities, customs, suppliers and others.

Port calls are initiated in two ways:
converted from an existing offer or created from scratch.

Port call functionality includes:

Task list

This facility ensures that you include and complete all the activities
related to the port call. Template task lists are provided which you may
modify as required. The status of each task is clearly shown and
those that are overdue or not complete are highlighted. Reminders
and priorities can also be set.

Crew handling

The crew handling facility within our Agency Software enables
management of crew and passenger lists. our Agency Software will
also generate required documentation such as crew and passenger
lists by using the Report Designer.

Tasks for issues related to the crew or passengers such as visa arrangements, scheduling medical appointments, hotel and travel arrangements can be scheduled with our Task List facility.

Consequent documentation such as crew’s effect declaration or
health declaration can be attached to your port call record. Costs
associated with crew matters can be added manually by using
the Item Handling and will reflect in the Financial Overview.

Statement of facts (SoF)

A statement of facts is generally required on completion of each
port call. Our Agency Software includes SoF templates – which you
may modify- to record all relevant information as the port call
progresses. Your SoF can be easily reported with our Agency
report writer and emailed direct to the recipient.

Disbursement accounting

A Departure Disbursement Account (DDA) is automatically created
from the statement of facts and includes estimated and actual costs
for each line item.

From this, our Agency Software will generate a Final Disbursement
Account (FDA). This will include attached copies of all supplier invoices.

While creating the FDA, our Agency Software will check that all items
listed have been flagged as actual costs and will highlight if any
invoices have not yet been received. Once complete, you can
“lock” the FDA and create a final report for your principal.

Financial Overview

At any stage of the port call, all costs and received payments are
visible making it easy to identify underpayments and ensure
agreed financial terms are met.



Use this facility to create offers for your customers.

On accessing this section, our Agency Software provides a quick
overview of your offers that are in progress, sent to client, accepted,
rejected, or being converted to a port call.

A comprehensive screen gives easy-to-view information on the
relevant owner, charterer, location, vessel, cargo and other
general data defined by you. This is married with cost items such
as pilotage, berthing, bunkering etc. A status section tells you exactly
where you are in the process alongside other useful information
such as exchange rates and your own notes and remarks. Information is initially taken from your Master Data and is then edited and customised
by you, if required.

Port call costs are calculated from the cost item section of the offer
screen. Items are easily created (or copied from a previous offer)
and organised. Actual costs are either entered manually or taken
automatically from the inbuilt tariff facility. Any currency may be used
and Our Agency Software will convert all amounts to your standard
currency using pre-defined exchange rates. Offers can be viewed by
all those authorised by you.

Once your offer is complete, our report writer – using inbuilt templates,
or a bespoke template designed by you – will organise your offer into a professional PDF document for you to send to your customer. Fields
are pre-populated and can be edited, hidden or highlighted.


Our Agency Software allows you to maintain a range of simple and
complex tariffs for each port location or individual berth.
You can create any number of tariffs which may include
any number of items, these are then automatically
transferred to your offer document.

Charges can be added in any currency and the final tariff
calculated in your chosen currency. Items can be applied
to the tariff as a single lumpsum; as an amount per tonne,
per TEU, per metre length or other measure; or as a
more complex calculation. For example, you may
create formulae containing sub-results from your other
cost items together with information from your Master

Any number of tariffs - simple or complex – can be registered
in our Agency Software and large tariff tables containing rates
for various cargo types can also be maintained and used as a
look-up facility to auto-populate your tariff calculation.

Once the tariffs are registered they will be automatically
“looked-up” for each offer you create. This reduces
the workload required to prepare offers and increases
accuracy. An accurate offer is one of the most important
criteria used by owners to award a port call.

Registration and billing

You use our Agency Software services by “pay-as-you-go”. This gives
you full flexibility and means there is no upfront investment. You
use as much or as little of the service as you wish.

Registering with our Agency Software is easy. Once you’ve entered the
required information you will be up and running.

Once your company is registered you then choose who within your
company is authorised to use the system. You may authorise as
many of your staff as you wish – there is no per-person fee.

We charge for offers or port calls only. No other
charges for registration or usage apply.

Your company can purchase credits online at any time – these are
credited to your company account. Your credits will never expire
and remain in your account until you are ready to use them.

Ship Agency Software

Advanced Ship Agency Software


When logging into our Agency Software, you are shown a dashboard that gives instant visibility over your open offers, port calls, task list
and news. This provides an up-to-the-minute report for you and your colleagues on the status of all your activities.

Ship Agency Software
Master Data

Software for port agents

Master data

This is the heart of our Agency Softqware. It contains preloaded data alongside your own proprietary information which is then used
throughout the system. Sections include information on countries, ports and berths; vessels and their characteristics; your business
partners including customers, owners and charterers; tariffs and other financials; and any other information you would like to capture.


Ship Agency Software
User defined fields


Port Agency Software

User defined fields

Importantly, this facility allows you to add a range of user defined fields to those we already offer. This is allowed for any screen in our Agency
Software giving you the option to customise our Agency Software to suit your individual business requirements without needing specialist
technical knowledge. Six field types (eg date, text, checkboxes etc) give full flexibility and customisation allowing your own information to be
captured, organised and retrieved. User defined fields can be hidden if required and then made visible again at a later date. Your own
information and personal data is always kept private and is only accessible to you and your company colleagues.

A comprehensive search facility provides fast and accurate data mining as well as a quick look at your most recently requested searches.


Ship Agency Software
Report Designer

Port Ship Agents software

Report Designer

The integral report designer uses a set of pre-defined (but user modified) templates enabling you to create professional, bespoke
documents which can be sent on as PDF files. These include offers, statement of facts, disbursement accounts, or any other
required document.

Information is automatically populated into the relevant fields before you personalise each report and “drag & drop” information
to create the look and feel you require. Your modified templates are saved for future use and a print preview button ensures
your finished document matches your requirements.