1 Port Cost Management. Port Cost Module - Key Benefits 2 Efficiency gains and improvements in data fidelity: – Direct single-source data entry via e-commerce

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Port Cost Management

Port Cost Module - Key Benefits

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• Efficiency gains and improvements in data fidelity:– Direct single-source data entry via e-commerce– Reduced number of interfaces

• Business-wide data visibility: – Integrated data set across MXP modules– Collaboration between office, ships and agents

• Other benefits include:– Forensic report generation and trend analysis functionality– Significant time savings at month end / end of financial period– Scope to drive internal process alignment

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Port Cost Module - Overview

System Configuration

Estimate Forecast Accruals

Preliminary Invoicing

PrefundingFinal Invoicing

Reports Normalized Port Costs

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Port Cost Module - Overview

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System Configuration / Maintenance






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Contact Maintenance – Primary / Sub AssociationsCROSS MODULE FUNCTIONALITY

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Contact Maintenance – Interface DetailsCROSS MODULE FUNCTIONALITY

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Cities & Ports – Interface DetailsCROSS MODULE FUNCTIONALITY

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Cities & Ports – GL Site CodeCROSS MODULE FUNCTIONALITY

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Fiscal Years / Accounting Periods / Minor PeriodsCROSS MODULE FUNCTIONALITY

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User Maintenance – User RolesCROSS MODULE FUNCTIONALITY

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Item Master Structure - Overview

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Item Master Structure – Account Coding

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Item Master Structure – Invoice Tolerance

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Document Templates

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Port Templates

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Interface Application

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Estimate Requests / Budget Preparation






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Port Cost Estimate Request Wizard

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Estimate Request – Email Template

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Estimate Request – Email to Agent / Vendor

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E-commerce Estimate Request – Default Costs

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E-commerce Estimate Request – Port Costs by Call

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Port Cost Estimate Requests – Summary / Log

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Port Cost Estimate Request – Re Quote

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Port Cost Estimate Request – Re Quote Message

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Port Cost Estimate Request – Re Quote Status

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E-commerce Estimate Request – Re Quote

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Port Cost Estimate Request – Approval Process

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Port Cost Estimate Request – Approval Process

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Create proposed budget excel spreadsheet

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Sample Proposed Budget Excel Spreadsheet

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Import Approved Port Cost Budget

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Import Approved Budget – Exception Log

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Port Cost Management – Cost Detail

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Forecast






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Port Cost Forecast Request

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Port Cost Management – Updated Cost Detail

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Accruals






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Accruals - Overview

• MXP’s accrual functionality automatically selects the latest available financial data by line item, markedly increasing both the efficiency and visibility of the monthly accruals process

• The Accrual Wizard specifically enables:– Accruals by line item / GL accounting code– Automatic deduction of prefunding and / or preliminary payments– Accruals for items paid outside of MXP (ex. intercompany, govt taxes)– Tailored outputs to meet specific financial / system requirements

• The key business benefits are:– High levels of completeness and accuracy in accrual data– Significant time savings at month end / end of financial period

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Budget Forecast Accrual Prelim Final Mth Accrual2,500.00 2,500.00 2,500.00 0.00 0.00 2,500.00

2,500.00 2,000.00 2,000.00 0.00 0.00 2,000.00

2,500.00 2,000.00 3,000.00 0.00 0.00 3,000.00

MXP Accruals - Logic (1)

• Let’s first review how MXP selects the latest financial data:

• Key points to remember:– Data populates forward (budget / forecast / accrual)– Accrual Wizard pulls data from the accrual column– Accrual column updated by ship with quantities– Accrual Wizard is only as accurate as the most recent data



2,500.00 2,000.00 2,000.00 0.00 0.00 2,000.00

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MXP Accruals - Logic (2)

Budget Forecast Accrual Prelim Final Mth Accrual

2,500.00 2,500.00 2,500.00 0.00 0.00 2,500.00

2,500.00 2,000.00 2,000.00 0.00 0.00 2,000.00

2,500.00 2,000.00 3,000.00 0.00 0.00 3,000.00

2,500.00 2,000.00 3,000.00 2,500.00 0.00 500.00

2,500.00 2,000.00 3,000.00 2,500.00 2,750.00 0.00

• Now let’s consider the impact of prefunding / preliminary payments:

• Key points to remember:– Wizard subtracts prefunds / prelims and accrues the difference

– Payment of final invoice automatically zeroes the accrual

Budget Forecast Accrual Prelim Final Mth Accrual

2,500.00 2,500.00 2,500.00 0.00 0.00 2,500.00

2,500.00 2,000.00 2,000.00 0.00 0.00 2,000.00

2,500.00 2,000.00 3,000.00 0.00 0.00 3,000.00

2,500.00 2,000.00 3,000.00 2,500.00 0.00 500.00

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The MXP Accruals Wizard (1)

• Step 1: select financial period and relevant vessels

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• Step 2: high level overview by port call / invoice

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• Step 3: review data by line item if required

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• Step 4: final review / flag relevant invoices for accrual

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• Step 5: create accrual file

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Prefunding






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Port Cost Prepayment – Setup / Configuration

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Port Cost Prepayment Wizard

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Port Cost Prepayment Wizard – Invoice Approval

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Prepayment – Option to Approve Invoice by Email

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Preliminary Invoice Configuration

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Option to Send out Prelims Automatically

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Preliminary Invoice Wizard – as required

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Preliminary Invoice – Email Template

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Preliminary Invoice - Confirmation

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E-commerce Preliminary Invoice

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E-commerce Prelim Invoice – Forecast Variance

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E-commerce Prelim Invoice - Submission

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Preliminary Invoice - Approval

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Port Cost Management – Summary of Invoices

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Final Invoicing






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Final Invoice Links and Reminders

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Final Invoice – Email Template

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E-commerce Final Port Cost Invoice - Confirmation

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E-commerce Final Port Cost Invoice – Line Items

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Invoices - Option to Add Items Manually

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E-commerce Final Invoice – Other Invoices

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E-commerce Invoices - Supporting Documents

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E-commerce Final Invoice - Submission

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Final Port Cost Invoice – Review and Approve

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Final Port Cost Invoice – Approve or Review Back

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Option to Review Invoice Back to Vendor

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Send Invoice Review Request

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Review Invoice – Email to Agent / Vendor

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E-commerce Final Invoice – Invoice Review

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Invoice – Supporting Documents / Invoices

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Option to Approve by Email

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Final Port Cost Invoice – Printout by GL

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Final Port Cost Invoice – Audit Logs

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Normalized Port Costs






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Normalized Port CostsCROSS MODULE FUNCTIONALITY

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Reports






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MXP Reports – Port Costs

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Export all Port Costs in Invoice Currency

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Export all Port Costs in Base Currency

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Export Port Cost Estimate Status by Call

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Port Cost Invoice Unit Price Audit Log

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Port Cost Invoices by Installation and Accounts

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Port Cost Module - Recap






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Additional Module Functionality

• Port Service Requests• Vessel Call Summary• Contact Issue Tracking• Port Agent Portal (under development)

Port Cost Module - Key Benefits

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• Efficiency gains and improvements in data fidelity:– Direct single-source data entry via e-commerce– Reduced number of interfaces

• Business-wide data visibility: – Integrated data set across MXP modules– Collaboration between office, ships and agents

• Other benefits include:– Forensic report generation and trend analysis functionality– Significant time savings at month end / end of financial period– Scope to drive internal process alignment

RECALL SLIDE

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Questions?