AS IS BILLING WITH ADVANCE ESTIMATION AND PAYMENT As per the Major Port Trust Act, 1963, the Port

has to collect advance payment on the services provided. However advance may not e paid on 1!!" o# the illin$ %miscellaneous illin$& ut only on Port 'ervices. The #ollowin$ types o# illin$ are possi le( )illin$ where advance payment is made as per estimation. )illin$ where advance payment is made as a lump sum amount without any estimation. )illin$ where no advance payment is made.

Billing where advance a!"en# i$ "ade a$ er e$#i"a#i%n The entire process cycle is as #ollows( 1& The a$ent lo$s into the system throu$h the *nterprise Portal. +& The a$ent estimates the services re,uired y him a$ainst the -./ no. which has already een $enerated #or his vessel. 3& 0ependin$ on the services re,uisitioned y him %selectin$ #rom the drop down list&, the estimated amount is automatically calculated y the system. 1& He prepares an online pay order #or the estimated amount which is #orwarded to his an2 alon$ with a letter si$ned y the authorised si$natory, authorisin$ the trans#er o# the estimated amount #rom his account to the Port3s account. 4& The an2 will de it the a$ent3s account and credit the Port3s account and #orward the credit advice to MPT and the de it advice to the a$ent. 6& 5n receipt o# the credit advice, the port will issue a receipt. 6& The receipt amount will e automatically credited to the party, and the receipt no. will appear in the estimation report. This helps the operational sta## to #ind out whether the estimated amount has een paid, e#ore providin$ services. 7& The a$ent will apply #or the Port Ac,uaintance .erti#icate %PA.&, 1 or + days prior to the e8pected date o# sailin$ #urnishin$ all the re,uired details. 9& 9# the estimated amount is appropriate and there are no outstandin$ %current or previous& a$ainst the a$ent : shipper : importer :e8porter, the PA. is issued. 1!& A#ter the vessel sails, the .0. 'ection o# the ;inance 0ept. receives all the illin$ advices #rom the respective operatin$ depots. on the asis o# which the di##erent ills are raised %e.$. -<', .<', 'tora$e, etc.&. 11& As soon as the ill is posted, it is visi le online to the respective a$ent throu$h the *nterprise Portal. 1+& 9# the ill amount is more than the advance amount paid, the a$ent lo$s in and selects the correspondin$ ill to ma2e the alance payment %)ill Amt = Adv. Amt&. The a ove procedure is repeated to ma2e the alance payment. 13& 9# the ill amount is less than the advance amount paid, the Port re#unds the alance amount.

Billing where advance a!"en# i$ "ade a$ a l&" e$#i"a#i%n The entire process cycle is as #ollows(

$&" a"%&n# wi#h%&# an!

1& The a$ent lo$s into the system throu$h the *nterprise Portal. +& The a$ent re,uisitions the di##erent services re,uired y him a$ainst the -./ no. which has already een $enerated #or his vessel. 3& 0ependin$ on the services re,uisitioned y him %selectin$ #rom the drop down list&, the a$ent pays a lump sum amount as the accurate estimation cannot e done %e.$. .H>0 advance payment, Plot:'hed 'tora$e .har$es or /o. o# Moves #or e,uipment hire& 1& He prepares an online pay order #or the advance amount which is #orwarded to his an2 alon$ with a letter si$ned y the authorised si$natory, authorisin$ the trans#er o# the estimated amount #rom his account to the Port3s account. He may also pay the lump sum amount in advance throu$h physical instruments. 4& The an2 will de it the a$ent3s account and credit the Port3s account and #orward the credit advice to MPT and the de it advice to the a$ent. 6& 5n receipt o# the credit advice:9nstrument:.ash, the port will issue a receipt. 6& The receipt amount will e automatically credited to the party a$ainst the correspondin$ -./. This helps the operational sta## to #ind out whether the advance amount has een paid, e#ore providin$ services. 7& A#ter the vessel sails, the .0. 'ection o# the ;inance 0ept : .H>0 receives all the illin$ advices #rom the respective operatin$ depots. 5n the asis o# which the di##erent ills are raised %e.$. -<', .<', 'tora$e, .H>0 'tevedorin$ .har$es, etc.&. 9& As soon as the ill is posted, it is visi le online to the respective a$ent throu$h the *nterprise Portal. 1!& 9# the ill amount is more than the advance amount paid, the a$ent lo$s in and selects the correspondin$ ill to ma2e the alance payment %)ill Amt = Adv. Amt&. The a ove procedure is repeated to ma2e the alance payment. 11& 9# the ill amount is less than the advance amount paid, the Port re#unds the alance amount. Billing where n% advance a!"en# i$ "ade 1& The ill is $enerated as per the illin$ advice #rom the operatin$ depots. +& As soon as the ill is posted, it is visi le online to the respective a$ent throu$h the *nterprise Portal. 3& The a$ent lo$s into the system throu$h the *nterprise Portal and selects the correspondin$ ill to ma2e the payment. 1& He prepares an online pay order #or the amount which is #orwarded to his an2 alon$ with a letter si$ned y the authorised si$natory, authorisin$ the trans#er o# the amount #rom his account to the Port3s account. He may also pay the ill amount throu$h physical instruments. 4& 5n receipt o# the credit advice:9nstrument:.ash, the port will issue a receipt.
1& All types and conditionalities as per scale o# rates %'5<& +& ;or vessels sailin$ with e8port car$o only

3& ;or vessels comin$ in with import car$o only 1& ;or vessels comin$ in with import car$o and sailin$ with e8port car$o %port dues, pilota$e not applica le #or vrs e8port& 4& ?ith multiple movements #rom one location to another 6& ?ithout multiple movements 6& -essel wise Transhipper illin$ #or shi#tin$s, #or vessels where @ptoppin$ or Primary loadin$ is done. 7& ?here elts scheme is applica le %9!" car$o readiness& 9& ?here elts scheme is not applica le 1!& ?here char$es other than those in '5< are applica le or as per separate a$reement with party 11& ?here there is chan$e o# vessel a$ency midway 1+& ?here any vessel remains in the port #or more than 1 month %monthly illin$& 13& ?here there is e8cess estimation with amount to e re#unded %inclusive o# tds deducted& 11& ?here there is short estimation with amount to e received 14& ?here there is oustin$ priority 16& ?here there is priority erthin$ 16& ?here type o# vessel di##ers %e.$ container , passen$er, oil tan2er, etc.& 17& ?here vessel is nominated and advance paid ut vessel does not arrive 19& ?here vessel comes to wisl #or repairs +!& ?here vessel causes dama$e to port property and char$es have to e recovered #or repairs +1& ?here vessel is shi#ted #or port convenience ++& ?here there is vessel conversion #rom #orei$n to coastal or viceAversa +3& 'cheme #or operation o# un2er : water ar$e +1& ?here ill also includes other incomes li2e crs and estate %e.$ ju ilant enpro& +4& Advance and outstandin$ recovery throu$h a$ent ut ill re,uired in the name o# principals

Carg% 'ela#ed Service$ (C'S) Billing Scenari%$ *

1& +& 3& 1& 4& 6& 6& 7& 9& 1!& 11& 1+& 13& 11& All types and conditionalities as per scale o# rates %'5<& ?har#a$e illin$ .ontainer handlin$ char$es *,uipment hire illin$ *lectricity char$es #or ree#er containers advance and outstandin$ recovery throu$h a$ent ut ill re,uired in the name o# principals ?here char$es other than those in sor are applica le or as per separate a$reement with party ?here there is e8cess estimation with amount to e re#unded %inclusive o# tds deducted& ?here there is short estimation with amount to e received ?here ill also includes other incomes li2e crs and estate %ju ilant enpro& 17" royalty illin$ #rom 'outh ?est Port >td. -essel wise Transhipper illin$ on tonna$e asis, #or vessels where @ptoppin$ %<s.+.6! per Tonne& or Primary loadin$ %<s.4.1! per Tonne& is done. )illin$ as per spilla$e contract awarded )illin$ #or disposal o# a andoned car$o

Customer Expectation (<To be Filled by Core user of Client>)

This section describes the <Clients> expectation for AS-IS scenarios, TO-BE addressed in SAP.

1) 9n the present system, it is not possi le to 2now whether all the inputs % illin$ advice particulars& re,uired #or illin$ have een entered y the various departments as a result o# which the ill has to e modi#ied or 0e it : .redit notes have to e issued. Thus 9n the new 'AP system, the ill should not e $enerated until all the re,uired inputs #or that particular ill have een captured. 2) The ill $enerated should e the correct ill without any corrections re,uired due to incorrect : incomplete illin$ data. 3) The list o# pendin$ ills to e $enerated should e readily 2nown. 4) The posted ills should e availa le online to the respective Port @ser. 5) The total illwise outstandin$ a$ainst the Port @ser should also e availa le to him online.
III SAP System Functions (Process Flo )

This section describes the <Clients > scenarios appin! in SAP "#lo$ chart and description%. Billing where advance a!"en# i$ "ade a$ er e$#i"a#i%n 1. A$ent %.ustomer& lo$s on in the *nterprise portal %*P& and as2s #or 'ervices re,uired a$ainst a -./ num er, a Buotation doc. type CBT1 Denerated a#ter he clic2s on E*stimate3 utton in *P. +. 'ervices will e availa le with search help as per 'AP 'tandard. 3. Point 1 to 6 in A' 9' #or online Pay order : )an2 : <eceipt as re,uired will e availa le y ;9 module throu$h *P 'e+er BBP N%, * -IN.CASH.'ECT /,0, 1. The <eceipt amount and num er will e appeared in *stimation %Buotation& Print 5utput #or estimation num er, 4. All pricin$ will e customised in pricin$ procedure CP5' with all conditions as Price #or services %i.e service material Pilota$e, erthin$, anchora$e, stevedorin$, stora$e etc.& also other condition types #or ta8es and statistical purpose will e customised in pricin$ procedure durin$ customisation o# condition techni,ue. Addition o# pricin$ #ields in additional data ) ta pa$e in sales document, routines and other re,uirements #or arrivin$ proper price as per attached '5< will e developed. 6. PA. will e ))P num er POS.CDC.PAC /,0, 6. All actual will e captured in 'ervice order and a#ter con#irmation o# all the activities y respective departments a 0e it Memo re,uest %0M< typeACP5'& %'ales order #or )illin$& will e created in 'ales and 0istri ution. All activities o# P5' will e captured in .' module. Please re#er elow mentioned ta le #or ))P /um ers in .'(A
Sr, N% Pr%ce$$ ID Pr%ce$$ Na"e

P5'F.<'F90) 1.!

E1 %r# V%!age 2 I" %r# E1 %r# V%!age

;or more details re#er attached sheet (A

Microsoft Off ice Excel Worksheet

7. An invoice %invoice type ;+& will e #inally created %with re#. to 0M<& #or the services availed and posted to accounts on actual, the 9nvoice Printout will show amount paid earlier a$ainst estimation num er and how much to pay:re#und alance on real time asis with the lin2 o# estimation num er. 9. .ustomer can see )illin$ report and print preview #rom *P and can ta2e print #rom *P throu$h the development. 1!. .ustomer ma2es payment #or alance amount as per T5 )* process step 3 a ove. 11. ;or )ill amount which is less then estimation re#unds will e ;9 process. 'e+er BBP NO, -IN.CASH.PAYT /,0 3 -IN.CASH.'ECT /,0, Billing where advance e$#i"a#i%n a!"en# i$ "ade a$ a l&" $&" a"%&n# wi#h%&# an!

1. Process flow as above should re ai! sa e. 2. "he #$e!t ca! ake %a& e!t a$ai!st three o%tio!s as #$ai!st Esti atio! !u ber' (u % su )#dhoc) without ref. i! #$e!t accou!t' #$ai!st *illi!$ doc. !u ber. !efer ""P #o$ % FI#&CAS'&!ECT ($)$

Billing where n% advance a!"en# i$ "ade 1. Advice will e treated as 0e it memo re,uest %'ales order type CP51& in 'AP %T .ode -A!1&. +. All pricin$ and transaction related in#ormation %i.e customer master and te8t details and order reason, P5 num er #ield, service material, ,uantity etc& will e entered in sales order with services to e illed on actual y the user. 3. .reate 9nvoice %T .ode -;!1, )illin$ doc. typeA C5& with re#. to sales order and post to accounts as soon as invoice document created. 1. Ta2e the printout o# 9nvoice /um er %-;31&. 4. Payment procedure will remain same as a ove in ;9, 'e+ BBP NO -IN.CASH.'ECT /,0

I" %r#an# N%#e* to capture all di##erent types o# )illin$ an 5rder reason will e selected which will e re,uired to process #urther as )illin$ /um er ran$es will e dependin$ on this selection. An incompletion procedure %#or critical #ields& to e customised so that #urther processin$ o# illin$ will e stopped #or incomplete 'ales documents ut system should allow savin$ o# 'ales doc. even incomplete. 'ystem will not e a le to chec2 any wron$ entry y the user. <eport will e developed #or illin$ in#ormation as per re,uirement. This report should also e availa le #or users in *P screen #or a .ustomer only. )ill wise outstandin$ will e availa le in ;9 throu$h *P lo$in. 0i##erent illin$ numeric num ers will e created as #ollows(A %>o$ic #or 9nvoice num er will e as GGAAAAAAAA where GG as type o# service and AAAAAAAA as #urther num er o# 9nvoice, total GGAAAAAAAA will e invoice num er& 1& -<' +& .<' 3& .H>0 1& .ar$o 'tora$e 4& <ailways 6& *,uipment Hire 6& .redit notes 7& 0e it notes 9& .ontainer )illin$ 1!& Miscellaneous illin$. 11& Medical 1+& 'chool Transport 1!!!!!!!!! to 1!99999999 11!!!!!!!! to 1199999999 1+!!!!!!!! to 1+99999999 13!!!!!!!! to 1399999999 11!!!!!!!! to 1199999999 14!!!!!!!! to 1499999999 16!!!!!!!! to 1699999999 16!!!!!!!! to 1699999999 17!!!!!!!! to 1799999999 19!!!!!!!! to 1999999999 +!!!!!!!!! to +!99999999 +1!!!!!!!! to +199999999

#ll the sce!arios will be covered b& PO+ ),usto er service odule)' i! ,+ odule i! service order all -.+' ,.+ a!d ,/(0 related services will be o!itored a!d actual o%eratio!al data will be ca%tured i! it refer ,+ **P as e!tio!ed earlier i! sa e **P' which i!ter! i! last for billi!$ %ur%ose will be se!t to +0 odule for fi!al actual billi!$' i! +ales a!d 0istributio! odules all services will be %riced a!d billed as %er +O. rates i! co!ditio! tech!i1ue custo isatio!' 0uri!$ reali2atio! %hase i! start i! i!te$ratio! eeti!$ with ,+ all docu e!t t&%e for +0 a!d ,+ a!d ver& detailed level %rici!$ related data ca%turi!$ a!d develo% e!t re1uire e!t will be fi!ali2ed )a detail level ,+ +0 eeti!$s alread& co!ducted i! various levels duri!$ blue %ri!ti!$ sta$e for fi!ali2atio! of %rocess a!d $e!eral re1uire e!ts fro both the odules). #ll %rici!$ will be custo i2ed a!d develo%ed i! ,o!ditio! tech!i1ue for Prici!$ %rocedure 3PO+ as %er +O. attached 4

#dobe #crobat 5.6 0ocu e!t

7or all other u!decided rates the %rici!$ will be ite co!ditio! tab %a$e.

a!ual e!tr& i! s%ecific co!ditio! t&%e i!

7or #+ 8+ for -.+ %oi!t 24 a!d ,.+ %oi!t !o 9 the billi!$ address )*ill to %art& for address) should be Pri!ci%le a!d +old to %art&:+hi% to %art& a!d Pa&er )for accou!ts) will be #$e!t' user has to be carefull& select custo er aster code at the ti e of creatio! of docu e!t. 7or dis%osal %rocess of aba!do!ed car$o all billi!$ a!d accou!ti!$ will be fro +#P but le$al activities will be outside s&ste . P*S "illin+ "usiness Flo %,