Bookkeeping

Organize your chart of expenditure categories into a hierarchical tree structure with parent-child relationships and cumulative budget tracking. Top-level categories define major cost groups, while sub-categories provide the granularity needed for detailed cost analysis. The tree supports unlimited nesting depth for complex organizational structures.

Eleven category operations — New Top, New Sub, Update, Delete, Publish, Move and Delete, Import, Set Currency, Set Reviewal Execution Method, Set Approval Execution Method, Set Multiple Approver, and Set Multiple Reviewer — give administrators full control over the category structure. Cumulative budgets roll up from child to parent, providing instant visibility into spending against plan at every level of the hierarchy.

Handle both credit notes and debit invoices within a unified system that maintains proper linkage between related documents. Credit expenditures reduce vendor balances, while debit expenditures increase them — with full traceability between original invoices and their corresponding credit adjustments.

The credit-debit linkage system ensures that every credit note references its source invoice, maintaining audit integrity. Financial summaries automatically calculate net positions by combining debits and credits per vendor, per category, and per vessel. This eliminates the reconciliation headaches common in maritime accounting where credit notes often arrive weeks after the original invoice.

Split a single expenditure across multiple categories using distribution-based posting. When an invoice covers costs that span different departments or budget lines — common in maritime operations where a single port call generates charges across multiple cost centers — the distribution system allocates amounts precisely.

Each distribution line specifies the target category and the allocated amount or percentage. Distribution changes are tracked as dedicated event types in the audit trail, so you always know who allocated what and when. The system validates that distributions sum to the total expenditure amount, preventing posting errors.

Configure tax codes and tax groups to handle the complex jurisdictional tax requirements of international maritime operations. Three tax types — Input, Output, and Both — classify each tax code by its direction in the VAT/GST cycle. Tax groups aggregate related tax codes for simplified application to expenditures.

Jurisdiction-based configuration with effective dates ensures that tax calculations reflect the correct rates for the time and place of each transaction. Tax codes carry percentage rates, valid date ranges, and group memberships. When tax regulations change, add new effective-dated entries without losing historical accuracy.

Link expenditures to vendor records from the integrated CRM system, maintaining a complete financial relationship history with every supplier. Vendor selection during expenditure creation pulls contact details, default payment terms, and tax information automatically — reducing manual entry and ensuring data consistency.

Twenty-two invoice operations — including Add Vendor, Set Vendor, Invoice Date, Order Date, and more — provide granular control over the vendor-expenditure relationship. Track spending per vendor across vessels, departments, and time periods to identify cost trends, negotiate better terms, and consolidate purchasing across your fleet.

Add, edit, and delete comments on any expenditure to create a communication thread between accounts payable, approvers, and management. Comments provide context that lives alongside the financial record — notes about invoice discrepancies, vendor discussions, approval conditions, or budget reallocation rationale.

Every comment action is recorded in the event log with full user attribution and timestamp. Comments become part of the permanent financial record, providing the narrative context that auditors value alongside the numbers. The threaded conversation model eliminates the need for side-channel email discussions about specific transactions.

Every action within the bookkeeping module is recorded in a granular event log with twenty-five-plus event types. From expenditure creation and vendor changes to status transitions, credit additions, distribution modifications, and category operations — every change is captured with full user attribution, timestamp, and contextual data.

Event types include ExpenditureAdded, VendorChange, StatusChange, CreditAdded, DistributionChange, and many more. The immutable event log provides a second-by-second narrative of your fleet's financial activity, fully auditable for ISM compliance, flag state inspections, and external audit requirements.