Port Calls

Port Calls tracks each call from expected arrival to departure, and the money that goes with it: the agent, the proforma disbursement account (PDA), the ledger of actual charges and the final disbursement account (FDA).

The screen

The Disbursement pipeline instrument shows cash exposure (PDAs with no final account yet) against what has been settled, stage by stage. Click a stage to filter the list.

Three tabs: Port Calls, Agents, Port Database. Port calls are a list on the left and the selected call on the right, with Timing (ETA, ATA, ETD, ATD), Agent & DA (agent, contact, DA status, PDA, FDA and the difference) and Cargo & NOR.

Open a call for its workspace: Overview, RFQ & Award, DA Ledger, FDA, with a berth timeline and the disbursement lifecycle strip.

The disbursement flow

Add Port Call with the port, its LOCODE and an agent from your address book or typed in.
On RFQ & Award, tick the agents you want a PDA from and Open RFQ. Record each quote as it comes in. Award the one you choose.
On DA Ledger, add the actual lines as charges arrive. Each line can be accepted or queried against its estimate, and documents can be attached.
On FDA, Issue FDA when the actuals are in. Advances are recorded under Cash & advances, and every step is logged.

Agents

The Agents tab is your rolodex: New Agent with the agency name, email, the ports they cover (as LOCODEs) and a rating.

What it will and won't do

You cannot open an RFQ with no agent ticked, and with no agents saved the page tells you to add them on the Agents tab first.
Awards over your organisation's approval threshold wait for a manager. The award is recorded and marked as awaiting approval; once approved, the PDA lines are copied into the ledger.
Cancelling an RFQ keeps the quotes for history; you can reopen it later.
The FDA is built only from actual and manual ledger lines — PDA estimates are never rolled into it. With no actuals, the Issue button stays off.

Statuses — port call: Expected, At Anchorage, At Berth, Sailing, Completed. DA: Pending, PDA Received, Approved, FDA Received, Settled, Disputed.