Bezhoe Agency Flowcharts

Maritime Shipping & Agency Management System - Complete Process Flows

Bezhoe Agency System Architecture

Multi-tenant, modular ERP system for maritime shipping agencies

🔐 Auth

User authentication & session management

📋 Master Data

Central reference data repository

📦 Commercial

Shipment requests & EPDA planning

⚓ Operation

Voyage tracking & KPI reports

💰 Finance

Invoicing & cashier operations

📄 Document Control

Document validation & management

🤝 Supply & Demand

Brokerage matching service

🔔 Notification

System alerts & notifications

📦 Commercial Module Flowchart

flowchart TD
    A["Create Shipment Request"]
    B["Select Charterer and EPDA Template"]
    C["Fill Shipment Details"]
    D["System Auto-Generation"]
    E["Submit for Approval"]
    F{"Approval Decision"}
    G["Move to Operations Module"]
    H["Return for Revision"]
    I["Attach Documents"]
    J["Document Validation"]
    K["Profit Calculation"]
    
    A -->|User Action| B
    B --> C
    C --> D
    D --> E
    E --> F
    F -->|Approved| G
    F -->|Rejected| H
    G --> I
    I --> J
    J --> K
    
    style A fill:#0a2540,stroke:#00d4ff,stroke-width:3px
    style D fill:#1a3a5c,stroke:#10b981,stroke-width:2px
    style E fill:#1a3a5c,stroke:#f59e0b,stroke-width:2px
    style G fill:#0f1923,stroke:#10b981,stroke-width:3px
    style H fill:#0f1923,stroke:#ff6b6b,stroke-width:3px
    style K fill:#1a3a5c,stroke:#00d4ff,stroke-width:2px

Legend

User Action
System Process
Approval Required
Error/Rejection

Commercial Module - Shipment Request Flow

COMMERCIAL

Create Shipment Request

Commercial staff initiates new shipping instruction

User Action
↓

Select Charterer & EPDA Template

Choose customer and appropriate cost template

User Selection
↓

Fill Shipment Details

Required Information:

  • Tug & Barge details
  • Start Port & End Port
  • Cargo type & Quantity
  • Area & Date
↓

System Auto-Generation

Automatic processes:

  • Assigns unique shipment number
  • Copies EPDA planning details from template
  • Initializes workflow status
System Process
↓

Submit for Approval

Shipment enters approval workflow chain

Approval Required
↓

✅ Approved

Shipment moves to Operations module for voyage tracking

Success

❌ Rejected

Returns to commercial staff with rejection reason for revision

Revision Required

Post-Approval: Document Management

Attach Documents

Upload required shipping documents (bills of lading, contracts, etc.)

↓

Document Validation

System validates against document type requirements

Auto-Check
↓

Profit Calculation

Compare planned vs realized costs to calculate profit margin

Analytics

⚓ Operation Module Flowchart

flowchart TD
    A["Receive Approved Shipment"]
    B["Create Voyage Record (KPI)"]
    C["Assign Vessel and Barge"]
    D["Record Initial ROB"]
    E["Track KPI Status Updates"]
    F["Record Consumption Details"]
    G["Create NOR Documents"]
    H["Calculate Laytime"]
    I["Record EPDA Realization"]
    J["Submit Completed Voyage"]
    K{"Approval Decision"}
    L["Move to Finance Module"]
    M["Return for Correction"]
    N["Generate Timesheet PDF"]
    
    A -->|From Commercial| B
    B --> C
    C --> D
    D --> E
    E --> F
    F --> G
    G --> H
    H --> I
    I --> J
    J --> K
    K -->|Approved| L
    K -->|Rejected| M
    L --> N
    
    style A fill:#0a2540,stroke:#00d4ff,stroke-width:3px
    style B fill:#1a3a5c,stroke:#00d4ff,stroke-width:2px
    style E fill:#1a3a5c,stroke:#00d4ff,stroke-width:3px
    style J fill:#1a3a5c,stroke:#f59e0b,stroke-width:2px
    style L fill:#0f1923,stroke:#10b981,stroke-width:3px
    style M fill:#0f1923,stroke:#ff6b6b,stroke-width:3px
    style N fill:#1a3a5c,stroke:#10b981,stroke-width:2px

Legend

User Action
System Process
Approval Required
Error/Rejection

Operation Module - Voyage Tracking Flow

OPERATION

Receive Approved Shipment

Operations receives shipment from Commercial module

Input from Commercial
↓

Create Voyage Record (KPI)

Initialize voyage tracking with unique voyage number

KPI Creation
↓

Assign Vessel & Barge

Allocate specific tug and barge for the voyage

↓

Record Initial ROB

Remaining on Board:

  • Fuel Oil (FO)
  • Fresh Water (FW)
  • Additional supplies
↓

Track KPI Status Updates

Record timestamps for each voyage milestone:

  • Departure from origin
  • Arrival at loading port
  • Loading operations
  • Departure to discharge port
  • Arrival at discharge port
  • Discharge operations
  • Return to base
Real-time Tracking
↓

Record Consumption Details

Track actual fuel and water consumption during voyage

↓

Create NOR Documents

Notice of Readiness:

  • NOR for Port of Loading (POL)
  • NOR for Port of Discharge (POD)
Document Generation
↓

Calculate Laytime

Determine allowed time vs actual time for loading/discharge

Critical Calculation
↓

Record EPDA Realization

Enter actual costs incurred during voyage (port fees, pilotage, etc.)

Cost Tracking
↓

Submit Completed Voyage

Mark voyage as complete and submit for approval

Approval Required
↓

✅ Voyage Approved

Moves to Finance module for invoice generation

To Finance

❌ Rejected

Returns for correction of voyage data or cost details

Revision Required
↓

Generate Timesheet PDF

Create comprehensive voyage report with all KPI details

Output

💰 Finance Module Flowchart

flowchart TD
    A["Auto-Create Invoice"]
    B["Review EPDA Invoice Details"]
    C["System Tax Calculations"]
    D["Approve Invoice"]
    E{"Approval Decision"}
    F["Generate PDF Invoice"]
    G["Return for Correction"]
    H["Track Payment Status"]
    I["Receive Payment Notification"]
    J["Create Cashier Entry"]
    K["Link to Invoice"]
    L["Update Invoice Status"]
    M["Generate Sales Receipt"]
    N["Update Financial Dashboard"]
    
    A -->|After Voyage Completion| B
    B --> C
    C --> D
    D --> E
    E -->|Approved| F
    E -->|Rejected| G
    F --> H
    H --> I
    I --> J
    J --> K
    K --> L
    L --> M
    M --> N
    
    style A fill:#0a2540,stroke:#00d4ff,stroke-width:3px
    style C fill:#0f1923,stroke:#10b981,stroke-width:3px
    style D fill:#1a3a5c,stroke:#f59e0b,stroke-width:2px
    style F fill:#0f1923,stroke:#10b981,stroke-width:3px
    style G fill:#0f1923,stroke:#ff6b6b,stroke-width:3px
    style N fill:#1a3a5c,stroke:#10b981,stroke-width:2px

Legend

User Action
System Process
Approval Required
Error/Rejection

Finance Module - Invoice & Payment Flow

FINANCE

Auto-Create Invoice

System automatically generates invoice after voyage completion

Auto-triggered
↓

Review EPDA Invoice Details

Finance staff reviews actual costs from voyage realization

↓

System Tax Calculations

Automatic computation:

  • Subtotal: Sum of EPDA activities
  • PPN (VAT): Percentage from settings
  • PPh 23: Withholding tax calculation
  • Down Payment: Deduct if applicable
  • Final Total: Net amount payable
Tax Compliance
↓

Approve Invoice

Finance approver validates calculations and approves

Approval Required
↓

✅ Invoice Approved

Generate PDF invoice with bank details

Ready for Payment

❌ Invoice Rejected

Return for correction with rejection reason

Needs Revision
↓

Track Payment Status

Status progression:

  • 0: Unpaid (Outstanding)
  • 1: Partially Paid
  • 2: Fully Paid
Payment Tracking

Cashier Operations Flow

Receive Payment Notification

Customer payment received via bank transfer or cash

↓

Create Cashier Entry

Transaction types:

  • Payment: Customer payment received
  • Debit Note: Additional charges
  • Credit Note: Refunds/adjustments
↓

Link to Invoice

Associate payment with specific invoice(s)

Payment Allocation
↓

Update Invoice Status

System automatically updates payment status based on total received

Auto-update
↓

Generate Sales Receipt

Issue official sales receipt for payment confirmation

Output
↓

Update Financial Dashboard

Real-time metrics updated:

  • Total revenue last month
  • Total profit last month
  • Outstanding invoices
  • Sales by cargo/client/fleet
Analytics

🔄 Complete Data Flow - End to End

flowchart TD
    A["Master Data Setup"]
    B["Shipment Request (COMMERCIAL)"]
    C["Approval Workflow"]
    D["Voyage Tracking (OPERATION)"]
    E["Voyage Approval"]
    F["Invoice Generation (FINANCE)"]
    G["Invoice Approval"]
    H["Payment Processing (FINANCE)"]
    I["Payment Approval"]
    J["Reporting and Analytics"]
    
    A --> B
    B --> C
    C --> D
    D --> E
    E --> F
    F --> G
    G --> H
    H --> I
    I --> J
    
    style A fill:#0a2540,stroke:#00d4ff,stroke-width:3px
    style B fill:#1a3a5c,stroke:#00d4ff,stroke-width:2px
    style D fill:#1a3a5c,stroke:#00d4ff,stroke-width:2px
    style F fill:#1a3a5c,stroke:#00d4ff,stroke-width:2px
    style H fill:#1a3a5c,stroke:#00d4ff,stroke-width:2px
    style C fill:#1a3a5c,stroke:#f59e0b,stroke-width:2px
    style E fill:#1a3a5c,stroke:#f59e0b,stroke-width:2px
    style G fill:#1a3a5c,stroke:#f59e0b,stroke-width:2px
    style I fill:#1a3a5c,stroke:#f59e0b,stroke-width:2px
    style J fill:#0f1923,stroke:#10b981,stroke-width:3px

Legend

User Action
System Process
Approval Required
Error/Rejection

Complete Data Flow - End to End

INTEGRATED

🔧 Master Data Setup

Initial configuration:

  • Companies & Bank Accounts
  • Charterers (Customers)
  • EPDA Templates
  • Ports, Cargo Types, Vendors
  • KPI Status Configuration
  • Users & Roles/Permissions
  • Approval Workflows
MASTER DATA
↓

📦 Shipment Request

Commercial creates:

  • Shipment with charterer & template
  • EPDA Planning Details (copied from template)
  • Cargo, ports, quantity details
COMMERCIAL
↓

✅ Approval Workflow

Multi-level approval chain processes the shipment

APPROVAL
↓

⚓ Voyage Tracking

Operations creates:

  • KPI record (voyage)
  • KPI Detail entries (status updates)
  • Consumption Details
  • Notice of Readiness (NOR)
  • EPDA Realization Details (actual costs)
OPERATION
↓

✅ Voyage Approval

Operations manager approves completed voyage

APPROVAL
↓

💰 Invoice Generation

Finance creates:

  • Shipment Invoice (auto-generated)
  • EPDA Invoice Details (from realization)
  • Tax calculations (PPN, PPh 23)
FINANCE
↓

✅ Invoice Approval

Finance manager approves invoice for billing

APPROVAL
↓

💵 Payment Processing

Cashier records:

  • Cashier entry (payment/debit/credit note)
  • Cashier Details (payment breakdown)
  • Link to invoice
  • Generate Sales Receipt
FINANCE
↓

✅ Payment Approval

Finance approves cashier transaction

APPROVAL
↓

📊 Reporting & Analytics

System generates:

  • Financial Dashboard metrics
  • Profit calculations (plan vs actual)
  • Outstanding invoices report
  • Sales by cargo/client/fleet
  • Activity logs & audit trails
ANALYTICS

Key Relationships

Shipment → Central entity linking all modules

Shipment → KPI: One-to-one (voyage tracking)

Shipment → ShipmentInvoice: One-to-one (billing)

Shipment → Cashier: One-to-many (multiple payments)

ShipmentInvoice → Cashier: One-to-one (payment record)

EpdaTemplate → Shipment: One-to-many (reusable templates)

Company → Shipment: One-to-many (multi-tenant)