Best Practices

Use these best practices to manage vessel records accurately and consistently.

Vessel registration

• Use official vessel names as registered with maritime authorities.
• Verify spelling and formatting for consistency.
• Check vessel name against shipping line websites or maritime databases.
• Use standardized capitalization (e.g., all caps, title case, or as officially registered).
• Include the correct prefixes if part of the official name.

Data accuracy

• Confirm vessel names with shipping line documentation.
• Cross-reference with bill of lading documents.
• Verify names match International Maritime Organization (IMO) registrations.
• Check for common spelling variations or alternative names.

System integration

• Ensure vessels are registered before creating voyages.
• Link vessels to appropriate shipping line companies.
• Use consistent vessel names across all system modules.
• Maintain vessel records even for inactive ships (for historical reference).
• Coordinate vessel data with voyage scheduling.

Common questions

Why is only vessel name required?
The vessel name is the primary identifier needed to link vessels to voyages. Additional vessel details can be tracked in external systems or documentation as needed.

What if two vessels have the same name?
While rare, this can happen if different shipping lines use similar names. Consider adding additional identifiers in the name field (e.g., Vessel Name (Carrier)) or maintaining separate records with notes in your documentation.

Should I delete vessels that are no longer in service?
Only if they have no historical voyage data. It’s better to keep the record for historical reference and simply stop creating new voyages for that vessel.

Do I need to register every vessel in the world?
No, only register vessels that you actively use for voyages in your operations. This typically includes vessels from shipping lines you work with regularly.

What’s the relationship between vessels and containers?
Vessels carry containers. When you create a container record, you can link it to a vessel through the shipping line association. Vessels and containers are managed separately but connected through voyages and operations.

How often should I update the vessel list?
Add new vessels as you begin working with new shipping lines or services. Review the list periodically (quarterly or annually) to ensure it remains current and relevant to your operations.