Entering Allotment Details

Here you can enter all allotment details allocated by the crew member for transfer to their beneficiary account. You are required fill in the details of beneficiary that can be extracted from the crew member's profile, as well as the allotment type and amount payable.

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Entering Compulsory Allotment Details
Entering Voluntary Allotment Details

Entering Compulsory Allotment Details for a Crew Member

Screen Navigation: Payroll - Crew Payroll - Compulsory Allotments link

To enter compulsory allotment details for a crew member:

1. From the HR Manager main menu, click Crew Payroll under the Payroll menu.

2. The Crew Payroll screen will be displayed. Use the search field to carry out a search for crew members based on either Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period). Ensure that the correct account period has been entered and click Go.

Note: Click the search icon in the search field to make your selection of Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period) from a list in the relevant pop-up window.

3. The crew based on your selection will be displayed on the screen. Click on a crew member's Crew IPN record to view his payroll details. Then, in the Deductions column, click on the Compulsory Allotments link.

4. On the Compulsory Allotments window, click the '+' icon at the bottom of the table to add new compulsory allotment information for the crew member. Enter information in the following fields:

Field	Description
Allotment Detail tab:
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	Use the calendar function to select the allotment date.
Beneficiary Name	Use the Lookup function to select the beneficiary for this allotment. The beneficiaries listed for selection are retrieved from this crew's profile record. Upon selection of the beneficiary, all allotment details entered in this crew member's profile record will be populated here. You can edit these details as required or add missing details. Note: The beneficiary will only be available for selection if, in the crew profile record, you have selected the beneficiary to receive a compulsory or voluntary allotment and this record must carry an 'Approved' status.
Allot. Type	Select the compulsory allotment type using the available drop down menu.
Account No.	The beneficiary's account number will be automatically populated by the System based on the beneficiary selected.
Status	Use the drop down menu to select the status of this allotment. This is where you can approve or cancel an allotment. Note: The ability to change the status of an allotment request would depend on the user's access rights.
Payment Mode	Select the mode of payment of this allotment.
Cost Element Pay Off	Use the Lookup function to select the cost element for this allotment, if applicable.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this allotment.
Fixed On	Select whether the payment is to be fixed on crew currency or payout currency.
Currency	Use the Lookup function to select the currency in which the allotment is to be made.
Amount	The allotment amount that is to be deducted from the crew member's wages.
ROE	The exchange rate for conversion into base currency.
Amount	The amount in base currency will be automatically displayed based on the exchange rate.
Crew Currency	The crew currency of the allotment.
Crew ROE	The exchange rate of the crew currency as against the base currency.
Crew Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Payment Method	Select the method of payment of the allotment.
Comments	Include any comments, if any.
Bank tab: The bank details will be automatically retrieved from the crew's profile record. You can edit these details as required.
Miscellaneous tab: Here you can track payment dates and even the cheque number of the payment.
Auto Deduction	If an auto deduction allotment is made, then the figure that was automatically deducted for the crew member will be displayed in this field. You can click the Lookup function to view the Auto Deduction Details.
Manual Deduction	If a manual deduction for allotments was made, you can click the Lookup function in this field to view the Manual Deduction Details.
Batch ID	The batch ID that this allotment belongs to.
Payment Date	Use the calendar function to select the date the payment was made.
Cheque No.	Enter the cheque number of the payment.
AL Posting Date	Use the calendar function to select the date this transaction was posted to accounts in the Accounting System.
Wage Deduct Month	Enter the month the wage was deducted for this allotment.
History Transaction	Click this button to view the transaction history of allotments made. You may then select a particular record and click Import Allotment to overwrite a current record, if required.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save. The new compulsory allotment information will now be reflected in the table on the Compulsory Allotments window, as well as in the Deductions column for Com. Allotments on the Crew Payroll screen.

Note: To remove a record from the table on the Compulsory Allotments window, highlight a record and then click the '-' icon.

Entering Voluntary Allotment Details for a Crew Member

Screen Navigation: Payroll - Crew Payroll - Voluntary Allotments link

To enter compulsory allotment details for a crew member:

1. From the HR Manager main menu, click Crew Payroll under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Click on a crew member's Crew IPN record to view his payroll details. Then, in the Deductions column, click on the Voluntary Allotments link.

4. On the Voluntary Allotments window, click the '+' icon at the bottom of the table to enter new compulsory allotment information for the crew member. Enter information in the following fields:

Field	Description
Allotment Detail tab:
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	Use the calendar function to select the allotment date.
Beneficiary Name	Use the Lookup function to select the beneficiary for this allotment. The beneficiaries listed for selection are retrieved from this crew's profile record. Upon selection of the beneficiary, all allotment details entered in this crew member's profile record will be populated here. You can edit these details as required or add missing details. Note: The beneficiary will only be available for selection if, in the crew profile record, you have selected the beneficiary to receive a compulsory or voluntary allotment and this record must carry an 'Approved' status.
Allot. Type	Select the voluntary allotment type using the available drop down menu.
Account No.	The beneficiary's account number will be automatically populated by the System based on the beneficiary selected.
Status	Use the drop down menu to select the status of this allotment. This is where you can approve or cancel an allotment. Note: The ability to change the status of an allotment request would depend on the user's access rights.
Payment Mode	Select the mode of payment of this allotment.
Cost Element Pay Off	Use the Lookup function to select the cost element for this allotment, if applicable.
Loan Ref ID	Use the Lookup function to select the relevant loan reference ID.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this allotment.
Fixed On	Select whether the payment is to be fixed on crew currency or payout currency.
Currency	Use the Lookup function to select the currency in which the allotment is to be made.
Amount	The allotment amount that is to be deducted from the crew member's wages.
ROE	The exchange rate for conversion into base currency.
Amount	The amount in base currency will be automatically displayed based on the exchange rate entered.
Crew Currency	The crew currency of the allotment.
Crew ROE	The exchange rate of the crew currency as against the base currency.
Crew Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Payment Method	Select the method of payment of this allotment.
Non-deductible	Select this check box to indicate that the voluntary allotment will not be deducted from the crew member's wages.
Comments	Include any comments, if any.
Bank tab: The bank details will be automatically retrieved from the crew's profile record. You can edit these details as required.
Miscellaneous tab: Here you can track payment dates and even the cheque number of the payment.
Auto Deduction	If an auto deduction allotment is made, then the figure that was automatically deducted for the crew member will be displayed in this field. You can click the Lookup function to view the Auto Deduction Details.
Manual Deduction	If a manual deduction for allotments was made, you can click the Lookup function in this field to view the Manual Deduction Details.
Batch ID	The batch ID that this allotment belongs to.
Payment Date	Use the calendar function to select the date the payment was made.
Cheque No.	Enter the cheque number of the payment.
AL Posting Date	Use the calendar function to select the date this transaction was posted to accounts in the Accounting System.
Wage Deduct Month	Enter the month the wage was deducted for this allotment.
History Transaction	Click this button to view the transaction history of allotments made. You may then select a particular record and click Import Allotment to overwrite a current record, if required.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save. The new voluntary allotment information will now be reflected in the table on the Voluntary Allotments window, as well as in the Deductions column for Vol. Allotments on the Crew Payroll screen.

Note: To remove a record from the table on the Voluntary Allotments window, highlight a record and then click the '-' icon.

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