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EXTBCMarine fuel operations

For Microsoft Dynamics 365 Business Central

Bunkering,
connected.

Three connected modules for marine fuel. Trade and supply bunkers, buy them for your own fleet, and keep the insurance cover and claims behind them under control. All three run on the same vessels, deliveries and documents.

Discuss your operation Compare the modules
Three modules · one foundationBusiness Central
  1. Bunker Trading & SupplySell & supplyNomination · pricing · delivery · invoicing · settlement
  2. Bunker ProcurementBuy & assureRequirement · RFQ · safe transfer · quality · payment
  3. Marine Insurance & ClaimsCover & claimPolicies · certificates · cases · recoveries
SharedVESSELSPORTSPRODUCTSBDNDOCUMENTSAUDIT
Built forBunker tradersPhysical suppliersHybrid operatorsShipowners & ship managersInsurance & claims teams

The modules

One platform.
Three ways to work with fuel.

Each module has its own Role Center, workflow and documents. Start with the one that fits your role and add the others as your operation grows.

Module 01

Bunker Trading & Supply

Trade, supply and reconcile.

For bunker traders, physical suppliers and hybrid operators

Run each bunker deal from nomination to final margin, including pricing and supplier choice, the physical delivery with its BDN, and the accounting in Business Central.

  • Nominations across port calls, grades and suppliers
  • Formula, contract and index pricing with margin and credit checks
  • Delivery recording, quantity conversion and variance control
  • Vessel tracking on a map with advisory ETA
  • Invoice matching, commissions, excise and sustainability
Role Center: Bunker TradingExplore
Module 02

Bunker Procurement

Buy, receive and assure.

For shipowners, ship managers and operators buying fuel for their vessels

A controlled purchase chain for your own vessels, from fuel requirement and competitive quotes to safe transfer, quality decisions, stock, payment and claims.

  • Requirements based on remaining on board (ROB), plus competitive RFQs
  • Approved nomination revisions and supplier confirmation review
  • Bunker plan, safety checklist and readiness gate
  • Quantity acceptance, BDN validation, samples and lab results
  • Four-way invoice match, payment holds and claims
Role Center: Bunker ProcurementExplore
Module 03

Marine Insurance & Claims

Cover, comply and recover.

For insurance managers, fleet, HSQE, legal and finance teams

Keep P&I, H&M and FD&D cover and statutory certificates in order. Handle every marine case from the first report to recovery and closure.

  • Insurance programmes, entries, covers and premiums
  • Blue Cards, statutory certificates and renewals
  • Cover checks that can hold a vessel at key steps
  • Marine cases, insurer notices and deadline control
  • Costs, reserves and recoveries posted in Business Central
Role Center: Marine InsuranceExplore

Which module do I need?

Start from what your company does with the fuel. You can use the modules together on the same records.

Shared foundation

Set up once, used everywhere

Vessels, ports, products, units, vessel tracking, document versions and the audit log are shared by all three modules.

Switch on purchasing

Same nominations, buyer workflow

When Shipowner Purchasing is enabled in Bunker Setup, purchase nominations follow the buyer workflow. Sale and supply nominations stay in Bunker Trading & Supply.

Add insurance

Linked to operations, not copied

Marine Insurance & Claims is enabled separately. It links cases and cover checks to bunker operations, BDNs, samples, laboratory reports and claims.

Module 01Bunker Trading & Supply

The detail behind
every bunker deal.

Bring the deal, the vessel and the delivery into one view. Run marine fuel trading and supply with the operational detail carried through to your accounts.

Role CenterBunker TradingTrader, physical-stock & hybrid modelsStandard BC sales, purchase & G/L
See the trading & supply workflow

Make the commercial decision.

Compare supply options, understand the cost components and apply margin and customer credit policies before confirming a deal.

Keep the operation in view.

Work with port calls, vessel positions, delivery windows and actual measurements in the context of the agreed supply.

Follow the money and evidence.

Link delivery records to orders, invoices, supporting documents and adjustments using Business Central accounting.

Bunker Trading · Business Central Role CenterProduct view / demo data
Bunker Trading & Supply Activities in Business Central with commercial, operations, vessel tracking, finance and compliance cues and a list of upcoming deliveries.
The Bunker Trading Role Center brings commercial work, physical deliveries, tracking status and finance and compliance exceptions into one workspace. Screenshot contains demonstration data.

Commercial control

01

Vessels, ports & products

Keep a consistent operational identity across your transactions: receiving and supply vessels, port locations, fuel products and commercial parties.

  • IMO/MMSI and dated vessel relationships
  • Ports, terminals, berths and delivery locations
  • Grades, specifications, units and fuel properties
02

Nominations & port calls

Build a nomination across multiple calls and grades. Give each supply its own parties, supplier, physical supplier, barge, window and progress.

  • Customers, agents, brokers and payer context
  • Supplier confirmation and delivery status
  • Additional deliveries and controlled cancellation
03

Pricing & supplier choice

Evaluate the offer alongside the expected return. Use supplier price comparisons and customer agreements with fixed, contract or formula pricing.

  • Market indices, differentials and pricing periods
  • Quantity bands, currencies and cost units
  • Product, freight, port and other price components
04

Margin & customer credit

Review the commitment before confirmation. Configurable policies bring low margins and high customer exposure to the attention of authorized users.

  • Ledger balances and open commitments
  • Credit, insured and temporary limits
  • Warnings, blocks and approved exceptions
05

Schedules & change control

Keep arrival expectations and delivery commitments visible. Review material changes to confirmed supplies and track where reconfirmation is required.

  • ETA, ETB, ETD and delivery windows
  • Changes to parties, dates, prices and quantities
  • Approval records and change history
06

Logistics & trips

Organize loading, delivery and transfer activities around a trip. The vehicle or supply vessel, operator, sequence and actual quantities are attached to it.

  • Trip preparation, release and completion
  • Transport and telemetry references
  • Extension points for external trip planning
Nominations · Business CentralProduct view / demo data
Bunker nominations list showing vessels, customers, ports, products and suppliers alongside nomination margin and vessel details.
The nomination workspace brings commercial commitments, delivery progress and vessel details together. Screenshot contains demonstration data. Select it to view it at full size.

Physical delivery & vessel visibility

07

Delivery execution

Capture what was physically supplied, compare it with the nomination and resolve quantity exceptions before completing the delivery.

  • Start/end times and meter readings
  • Density, temperature, sulphur and actual quantities
  • Absolute/percentage variance policies and approvals
08

Quantity conversion

Work with mass, observed volume, standard volume and energy while retaining the measurement context used for the calculation.

  • Product density and temperature inputs
  • Configured correction providers, including ASTM 54B
  • Additional quantity bases in the bunker ledger
09

Vessel tracking

See vessel positions and history on a map alongside delivery context. Monitor how fresh each source is and use tracking information to coordinate the call.

  • Configured REST pull and normalized push feeds
  • Provider priorities, health and retention
  • Port proximity, geofences and advisory ETA
  • Telegram location fallback with authorized sharing
See the tracking map

Vessel Tracking Map

Know where the vessel is.
See what needs attention.

Put vessel positions beside the delivery context your team needs. A full-size map inside Business Central connects tracking information to vessels, nominations and planned deliveries.

Vessel Tracking Map · Business CentralProduct view / demo data
Vessel Tracking Map with vessel markers, source and status filters, track history, a vessel popup with position, delivery and ETA details, and online, Telegram fallback, delayed, stale and error indicators.
Search vessels, filter by source or tracking status, focus on active deliveries and explore track history. Screenshot contains demonstration data. Select it to view it at full size.

Connect GPS & AIS providers

Bring positions in through REST connections or a normalized push API. Set source priorities, refresh schedules and freshness thresholds. View position age, speed, heading and delivery context, with clear delayed, stale and error indicators.

Telegram as a reserve channel

Pair an authorized user with a vessel using a one-time token. Receive shared static or live locations as a fallback when the preferred source becomes stale. Automatically return to the preferred source when fresh positions resume, with source changes recorded.

History, proximity & tracking events

Review vessel tracks, distance to the delivery port and port geofence events. Open related operational records from the map and manage position-history retention. Tracking supports operational decisions; delivery completion remains a controlled action.

Tracking requires configured data providers and vessel mappings. Provider subscriptions, map services and any provider-specific adapters or webhook relays are scoped during implementation. Telegram fallback depends on an authorized user sharing location.

Finance, evidence & administration

10

Orders & invoice matching

Carry bunker references into standard Business Central sales and purchase documents. Compare supplier invoices with order and delivery records.

  • Linked shipments, receipts and invoices
  • Tolerances, match exceptions and posting controls
  • Billing cues, currencies, dimensions and charges
11

Settlement & commissions

Reconcile the commercial result after delivery. Finalize provisional prices, create linked adjustments and account for brokerage costs.

  • Adjustment invoices and credit memos
  • Quantity, percentage, fixed and margin-share commissions
  • Accrual, commission settlement and actual margin
12

Excise & customs

Apply configured duty rules to the delivery context and organize the resulting records for review, posting and declaration preparation.

  • Jurisdictions, rates, exemptions and bonded locations
  • Customs entries, duty postings and reversals
  • Declaration batches and CSV export
13

Sustainability evidence

Connect a delivery with its renewable fuel and supplier evidence. Prepare sustainability certificates from the data recorded for the product and batch.

  • Feedstock, origin, renewable content and GHG data
  • CO₂ savings from recorded calculation inputs
  • Certificate creation, issue and printing
14

Documents & accountability

Keep certificates and supporting files with the operation. Set document requirements at key stages and control sensitive actions through permissions.

  • Bunker Delivery Note and sustainability reports
  • Confirmation, delivery, invoice and customs checks
  • Attachments, approvals, overrides and audit events
15

Workspaces & analytics

Direct attention to outstanding work with the Bunker Trading Role Center, the delivery schedule and operational and financial cues.

  • Missing confirmations, exceptions and uninvoiced work
  • Delivery, quantity, margin and price-component queries
  • Customs, commission and sustainability datasets/APIs

Configured for your business. Data-provider subscriptions, market feeds, external trip planning and provider-specific adapters are agreed during implementation. Excise and sustainability outputs depend on configured rules and source evidence; dedicated FuelEU/ETS calculations are a separate scope.

Module 02Bunker Procurement

Buy fuel with
every check in place.

A dedicated purchase workflow for owners and operators, from the vessel’s fuel need to safe receipt, quality decisions, payment and claims. It runs on standard Business Central purchasing, inventory and accounting.

Role CenterBunker Procurement5 approval workflows31 Word/PDF forms
See the procurement workflow

Gates list every problem at once.

If an action cannot run, it lists every unmet condition. Nothing changes until all of them are fixed.

Approvals follow the exact version.

Change a governed field after sending, and the approval is cancelled and the record returns to draft.

Receipt is not quality release.

Fuel can be received while laboratory testing continues, with a hold that restricts its use.

Bunker Procurement · Business Central Role CenterProduct view / demo data
Bunker Procurement Activities in Business Central with cues for requirements, nominations and confirmations, operations, samples and quality, invoices and payment, and claims and close.
The Bunker Procurement Role Center follows every purchase from requirement to close: requirements, nominations and confirmations, operations, samples and quality, invoices and payment, and claims. Screenshot contains demonstration data.

Procure

01

Requirements & ROB forecast

Turn the vessel’s ROB, forecast consumption, reserve and safe tank capacity into an approved lift, with any override justified.

  • Recommended lift against safe capacity
  • Engine-maker limits, specifications and sulphur rules
  • Fuel, lubricant and charterer requisitions
02

Qualification, RFQs & award

Invite qualified suppliers, compare normalized landed costs and technical deviations, then approve the award with its reason.

  • Supplier, barge, surveyor and laboratory qualification
  • Supplier-specific RFQs and quote versions
  • Contract rules for measurement, sampling, payment and claims
03

Nominations & supplier acceptance

Send an approved, frozen nomination revision and compare the supplier’s confirmation with exactly what was sent.

  • Amendments and cancellations as new revisions
  • Deviations resolved before acceptance
  • Purchase order created from accepted terms

Operate

04

Pre-arrival & readiness

Coordinate the ETA, the tank plan and safety preparation, then pass a readiness gate before the transfer starts.

  • ETA advice without silently changing the contract window
  • Tank allocation, sequence, rates and pressures
  • Checklist, risk assessment and declarations
05

Execution & quantity acceptance

Record the transfer as it happens and accept the quantity under the agreed measurement rule.

  • Start, repetitive checks, pauses, incidents and end
  • Statement of facts with readings and witnesses
  • Supplier, vessel and surveyor figures; letters of protest
06

BDN, samples & laboratory

Validate the supplier’s BDN, keep the sample chain of custody and decide quality against frozen limits.

  • BDN validation rules; original version preserved
  • Seals, custody, dispatch and retention
  • Accredited results; release, restrict or reject

Control & close

07

Vessel stock & quality holds

Receive fuel into vessel tanks, bins and lots with standard purchase receipts. Holds keep untested fuel out of use.

  • Holds on affected stock, including commingled fuel
  • Noon, daily and voyage-end consumption reports
  • Measured ROB reconciled with posted stock
08

Invoice matching & payment control

Match the order, the accepted quantity, the BDN and the supplier invoice before anything is paid.

  • Charges, duties, taxes and match exceptions
  • Contractual due dates; documentation and dispute holds
  • Provisional prices finalized through adjustments
09

Claims & commercial close

Pursue quantity, quality, density, delay and interrupted-supply claims with evidence and notice deadlines protected.

  • Notice deadlines and documentation time bars
  • Debunkering, replacement fuel, credits and withholding
  • Close only when remaining obligations are resolved
10 · Workspace, monitoring & reporting

A purchasing Role Center that works as a to-do list.

Each cue opens exactly the records it counts. Approval workflows, operational authorities, tasks, alerts, a message log, job health and the audit log keep every decision and follow-up visible. Supplier scorecards and a monthly bunker report support management review.

Bunker Procurement Activities

RequirementsNominations & confirmationsOperationsSamples & qualityInvoices & paymentClaims & close

Integration APIs

RequirementsElectronic BDNLaboratory resultsSample custodyOperation eventsClaimsPurchase status

Purchase variants

The workflow adapts to who buys the fuel, what is being supplied and how urgent it is.

Company-purchased fuel

For owned, operated and chartered-in vessels where the company is responsible for the purchase. Follow the full procurement, readiness, quality and finance process, receive into vessel stock and record consumption.

Purchase order → vessel inventory → invoice → payment

Charterer-supplied fuel

Send the vessel’s technical requirement to the charterer. Planning, safety, samples, BDN validation and quality decisions stay with you, and the charterer is recorded as claimant where needed.

Technical advice and operational records; no company PO or stock posting

Lubricant requisitions

Use the purchasing and stock process with liters or kilograms and packaging information. Apply checklist and risk templates that suit the product and delivery method.

Fuel-oil BDN, MARPOL sampling and SOLAS fuel-declaration rules do not apply

Short-notice or emergency supply

Allow a justified direct award with the required emergency authority and a retrospective review task. The operational and inventory trail stays intact.

Safety, readiness and qualification blocks remain enforced

When the operation changes

Amendment, diversion or cancellation

Create a revision with the reason and changed scope, obtain the necessary approval and issue it to the affected parties. Reconcile supplier acceptance before updating purchase commitments. Reassess plans and readiness where affected; earlier issued versions and recorded cancellation charges are preserved.

Incident, pause or interrupted supply

Record the event and immediate action, pause the operation and repeat the applicable readiness checks before an authorized restart. For shut-out or cut-and-run, record actual transferred and outstanding quantities, evidence, contractual remedies and any replacement requirement.

Quantity dispute or off-specification result

Preserve each measurement source or laboratory result, issue a reviewed protest or claim notice and protect contractual deadlines. Record affected tanks and lots, technical restrictions and any referee analysis. Stock acceptance, quality decisions and invoice disputes stay separately traceable.

Debunkering, replacement or financial settlement

Approve the technical disposition and associated instructions. Link returns or debunkering to the original receipt, and replacement supply to a new requirement and nomination. Allocate credits, compensation or withheld amounts to the claim and financial records before closing the case.

Module 03Marine Insurance & Claims

Cover in place.
Claims under control.

Manage your fleet’s insurance in Business Central, next to the bunker operations it protects. Policies, certificates and compliance on one side; marine cases, claims and recoveries on the other. Every amount is posted through standard journals and purchase documents.

Role CenterMarine InsuranceP&I · H&M · FD&D · War · Cargo6 approval workflows15 Word/PDF reports
See the insurance workflow
Marine Insurance · Business Central Role CenterProduct view / demo data
Marine Insurance & Claims Activities in Business Central with cues for policies and certificates, cases, notices and deadlines, and finance.
The Marine Insurance Role Center keeps policies and certificates, open cases, insurer notices, deadlines and recoveries in view, with vessel holds and overdue items highlighted. Screenshot contains demonstration data.

Policies & compliance

01

Programmes & insurance entries

Record each policy or club entry per vessel and insurance type, with its covers, layers and participants. Entries are approved, backed by verified issuer documents and versioned.

  • Limits, deductibles, insured share and settlement method
  • Insurers, brokers, joint entrants and beneficiaries
  • Second-user verification of issuer documents
02

Endorsements, renewals & premiums

Mid-term changes, cancellations and renewals create new versions, so each loss is assessed against the cover that applied when it occurred.

  • Renewal tasks at 90, 60, 30, 14, 7 and 1 days, with escalation
  • Premiums, additional calls, return premiums and broker fees
  • Approved charges become standard purchase invoices
03

Blue Cards & statutory certificates

Follow each certificate from the Blue Card request to a verified state certificate that is confirmed on board.

  • Bunkers Convention, CLC, Wreck and Athens
  • Vessel, owner and period checked against the entry
  • Dispatch and onboard confirmation as separate evidence
04 · Compliance at the gates

Cover checked at every critical step.

Cover requirements define which entry, Blue Card and certificate a vessel needs at each business step. With enforcement on, bunker purchasing checks them at the moment of action and can place a vessel compliance hold.

Overrides are time-limited and need Compliance Override authority. Block rules and rules marked regulatory non-waivable cannot be overridden. An unknown flag, tonnage or port never exempts a vessel.

  1. RFQ issue
  2. Nomination issue
  3. Vessel ready
  4. Transfer start & restart
  5. Fleet release
PassesThe step continues.
WarnA warning is shown and recorded; the step continues.
Block / require approvalThe step stops, a vessel hold is placed, and an alert and task are raised.

Marine cases & claims

05

Record & triage cases

Open a case from a bunker operation, a vessel or a reviewed laboratory report, or let an off-spec result open it automatically. Missing details never block the first record.

  • 13 case types, from off-spec fuel to collision and pollution
  • Linked operations, BDNs, samples, lab reports and holds
  • Fuel facts captured per lot and tank
06

Cover assessment & insurer notices

Match the case facts with the policy in force at the occurrence. Record your assessment and the insurer’s decision separately, then send approved notices.

  • Cover candidates from reviewed notice rules
  • Deductible, limit and share frozen for the recovery
  • P&I, H&M and FD&D notice layouts with delivery tracking
07

Deadlines & time bars

Each obligation gets a due time in UTC, a basis event, a responsible user and reminders. It counts as met only when service is proven.

  • Notice, documentation, proof of loss and authority reports
  • Extensions and late decisions recorded with evidence
  • Cues for the next 72 hours and for overdue items
08

Pollution, survey & repair

Create response tasks and record actual response times for pollution. For damage, appoint surveyors and keep insurer consent separate from your own repair approval.

  • Pollutant, quantity, position and notifications
  • Surveyor appointment, attendance and report
  • Repair approval workflow with an emergency path
09

Costs, reserves & recoveries

Keep one cost record per economic item, approve reserve revisions and calculate recovery proposals from the frozen cover terms.

  • Costs linked from posted purchase invoice lines
  • Approved reserves, with optional provision posting
  • Recovery posting, receipts, write-off and reconciliation
10

Evidence, access & closure

Build hashed evidence packs for each recipient, restrict confidential cases, and close a case only when nothing is left open.

  • ZIP evidence pack with index and manifest; legal hold
  • Standard, confidential, privileged and personal access
  • Handover of open obligations; closure checklist

Separate decisions, never mixed.

Each state has its own record, action and evidence. One never changes another automatically, so nothing is released, paid or closed by accident.

  • Closing a case never releases fuel.
  • Insurer acceptance never releases a quality hold.
  • Your cover assessment is not the insurer’s decision.
  • A queued e-mail is not a sent notice.
  • Insurer payment never settles the supplier invoice.
  • An expected recovery is not a receivable.

Works with Bunker Procurement. Record a marine incident directly from a bunker operation. Readiness and transfer start can check the vessel’s cover and certificates. Reviewed off-spec laboratory reports can open a case. Quality cases propose supplier payment holds, and an insurance entry can serve as qualification evidence. The insurance module stays off until you enable it.

How each module works

A clear handover.
At every stage.

Follow the records, decisions and responsibilities from the first request through operational and financial closure.

Module 01 · Bunker Trading & Supply

Trade, deliver and reconcile.

The commercial workflow connects the customer commitment and the supplier leg with physical execution and Business Central financial documents.

  1. Define the supply

    Create the nomination with the receiving vessel, customer, parties, port calls, products, quantities and requested windows. Select the applicable agreement and operating model.

    Commercial team → draft nomination

  2. Price and confirm

    Compare supplier offers, resolve prices and cost components, and review expected margin and credit exposure. Obtain required exceptions, then confirm the nomination or individual supply.

    Trader / approver → confirmed commitment

  3. Prepare and coordinate

    Record supplier confirmation, update the schedule and arrange logistics. Use vessel positions and advisory ETA to coordinate the call; approved changes can require reconfirmation.

    Operations → delivery ready for execution

  4. Measure and complete

    Create the physical delivery, record transfer times and measured fuel data, calculate quantity bases and resolve differences between ordered and actual quantities. Check required delivery documents and complete the record.

    Operations → completed physical delivery

  5. Document and post

    Produce the supplier-side BDN, attach certificates and process configured customs, excise and sustainability records. Create or update linked sales and purchase documents and post through Business Central.

    Operations / finance → documents and postings

  6. Match and settle

    Match the supplier invoice, review exceptions and complete billing. Settle commissions, finalize provisional prices through adjustments and review the actual commercial result.

    Finance → reconciled transaction

The supply model and setup determine document timing and stock posting. When Shipowner Purchasing is enabled, purchase nominations follow the Bunker Procurement workflow instead.

Module 02 · Bunker Procurement

From fuel requirement to commercial close.

Designed for company-purchased fuel. Procurement, physical receipt, quality clearance and payment have distinct controls and may progress on separate timelines.

  1. Forecast and approve the need

    Use ROB, expected consumption, reserve and safe capacity to prepare the requirement. Record vessel restrictions, fuel specifications, delivery window and responsibility, then approve the requested lift.

    Vessel / purchasing → approved requirement

  2. Request and evaluate offers

    Check qualifications, issue RFQs, register quote versions and compare landed costs, availability and technical exceptions. Approve the supplier award and applicable contract rules.

    Purchasing / approver → approved award

  3. Issue and obtain acceptance

    Approve and issue a frozen nomination revision. Register the supplier confirmation, decide on deviations and accept the terms. The purchase order is created at the configured stage, normally on acceptance.

    Purchasing / supplier → accepted terms and PO

  4. Coordinate arrival and tank plan

    Record schedule observations and send ETA advice. Agree tank allocation, segregation, transfer sequence, rates, pressure, sampling, quantity determination and communications.

    Vessel / operator / facility → approved plan

  5. Confirm readiness

    Complete the applicable checklist, risk assessment, declarations and document checks. Resolve blocking issues and confirm authority before starting; material changes invalidate readiness.

    Authorized vessel / shore roles → ready decision

  6. Execute and record the facts

    Explicitly start the operation, perform repeated checks and log transfer events, readings and samples. Record pauses, incidents, restart, shut-out or interrupted supply and the actual transfer end.

    Vessel / facility → execution evidence

  7. Accept quantity and receive stock

    Compare measurement sources under the contract rule. Approve the accepted quantity, record any protest and allocate company-owned fuel into vessel tanks and lots through standard receipts.

    Authorized operator / inventory → accepted receipt

  8. Complete delivery evidence

    Validate the incoming supplier BDN, finish sample and seal records and issue the internal Bunker Delivery Report. Close the operational record when its evidence requirements are met.

    Vessel / shore operations → operational close

  9. Decide quality and control use

    Dispatch samples, register laboratory results and evaluate them against frozen limits. Keep stock holds in place until an authorized decision; record release, restrictions, rejection and subsequent consumption.

    Laboratory / technical authority → quality decision

  10. Match, pay and close

    Match order, accepted delivery, BDN and invoice. Resolve exceptions, documentation and dispute holds; apply due dates, payment and price finalization. Complete claims and obligations before commercial close.

    AP / purchasing / management → commercial close

Receipt is not quality release. Fuel can be received while testing continues, with a hold restricting use. Operational closure is separate from invoice approval, payment and commercial closure. Claims may start before an invoice arrives.

Module 03 · Marine Insurance & Claims

From cover in place to a closed case.

Two connected tracks. Policies and certificates keep the fleet insured and compliant; marine cases take an incident from the first report to recovery and closure.

  1. Build the programme

    Create the policy-year programme and an entry per vessel and insurance type, with covers, limits, deductibles, insurers, brokers and other participants.

    Insurance manager → draft entries

  2. Approve and activate cover

    Send the entry for approval, register the insurer’s policy or certificate of entry and have a second user verify it. Activate the unchanged approved terms.

    Approver / insurance manager → active cover

  3. Certify and confirm on board

    Request and verify the Blue Card, prepare the authority application, register the state certificate and record the master’s onboard confirmation.

    Compliance / fleet → valid certificate on board

  4. Check cover at the gates

    Cover requirements are checked at RFQ and nomination issue, readiness and transfer start. Failures warn, or hold the vessel until the cause is fixed or a permitted override is approved.

    Purchasing / compliance → compliant operation

  5. Record and triage the case

    Record the incident from an operation, a laboratory report or manually. Assign owners, link sources, add parties and assess damage and third-party liability.

    Vessel / shore / insurance manager → case under investigation

  6. Assess cover and notify

    Find cover candidates against the policy in force at the occurrence, record the assessment, freeze the terms and issue the approved notice to the insurer.

    Insurance manager → notice sent and acknowledged

  7. Protect deadlines, survey and repair

    Create deadlines from reviewed rules and record service or extensions. Appoint surveyors, record insurer consent and approve repair spend separately.

    Insurance / legal / technical → obligations met

  8. Cost, reserve and recover

    Link posted costs, approve reserve revisions and prepare recoveries from frozen cover terms. Approve, post and reconcile receipts in Business Central.

    Insurance manager / finance → recovered loss

  9. Hand over and close

    Hand open obligations to a new owner where needed. Close the case once claims, notices, recoveries, surveys and fuel holds are resolved.

    Insurance manager → closed case

Renewals run in the background: tasks are created at the configured offsets before expiry and escalate from the insurance manager to the fleet manager, the technical manager and compliance.

Documents & print forms

The right document.
At the right decision.

Make each record useful to the next person, whether that is a supplier, master, surveyor, laboratory, insurer or finance team.

Each module produces its documents from the record they describe. Word templates managed through Business Central report selections control the layout. In Bunker Procurement and Marine Insurance & Claims, the document workflow also manages approval, issue, distribution and archived versions.

01 / PREPARE

Preview PDF or Word

Open the form from its source record. Preview a PDF or download a Word draft without issuing or posting anything.

02 / APPROVE

Check and issue

Meet the document’s approval gate, then issue a fixed version. The PDF is archived with a hash.

03 / DISTRIBUTE

Send and follow up

Send the issued version to approved recipients. Queued, sent and failed delivery are tracked separately from acknowledgement.

04 / RETAIN

Sign and reprint

Attach returned signatures and incoming originals. Reprint the archived version; amendments create a new one.

Received originals stay originals. A physical supplier issues the BDN. In the procurement workflow, Business Central validates that original and produces an internal Bunker Delivery Report for the owner’s record. Policies, Blue Cards and state certificates are likewise stored as received documents; Business Central never generates an insurer’s or a state’s original.

Forms grouped by module and operational phase.

Bunker Trading & Supply

Delivery and sustainability documents
Trading & supply Delivery note & sustainability certificate
Printed directly from the delivery and certificate records.
FormWhat it communicatesWhere and when
Bunker Delivery NoteSupplier-side BDN with vessel, products, measured quantities and fuel data of the physical delivery.Bunker Delivery card → Print Delivery Note.
Sustainability CertificateFeedstock, origin, scheme, renewable content, GHG reduction and calculated CO₂ saving for a bio-fuel delivery.Sustainability Certificate card → Print Certificate, after issue with the supplier’s source certificate attached.

Bunker Procurement

31 forms, F01–F31
F01–F03, F29 Requirement, sourcing & award
Generated forms: Word draft and PDF preview; issue/archive at the specified decision.
FormWhat it communicatesWhere and when
F01 · Bunker RequirementFuel need, ROB forecast, capacity checks, exceptions and approval history.Requirement Card; generate during preparation, archive on approval.
F02 · Bunker RFQVessel, location, products, specifications, quantities, window and response deadline.RFQ Card → Issue; one document per supplier, excluding competitor information.
F03 · Quote Comparison & AwardNormalized cost, terms, availability, qualifications, deviations and award reason.RFQ workspace; archive with award approval for internal review.
F29 · Requirement Advice to ChartererVessel technical requirements, limits, quantities and evidence expectations.Charterer-supplied Requirement → Issue Requirement Advice.
F04–F09 Nomination & pre-arrival coordination
External documents use the approved revision and recipient information.
FormWhat it communicatesWhere and when
F04 · Bunker NominationApproved commercial and technical instructions for the supply.Nomination Revision → Issue and Send, after approval.
F05 · Nomination AmendmentChanged values, reason, predecessor and complete effective terms.Approved amendment revision → Issue Amendment.
F06 · Nomination CancellationCancelled scope, reason, effective time and agreed charges.Cancellation revision → Issue Cancellation, after required approval.
F07 · Confirmation ReviewIssued versus supplier-confirmed terms and deviation decisions.Supplier Confirmation → Accept Confirmation; archive the internal review.
F08 · Vessel Bunkering InstructionsAccepted supply, contacts, products, sampling, measurement and operating instructions.After accepted confirmation; issue a new version after an accepted amendment.
F09 · ETA AdviceCurrent ETA and its source, contract window, berth/barge context and acknowledgement request.Port-call scheduling → Send ETA Advice, or an authorized scheduled notice.
F10–F13 Plan, safety & readiness
Applicable company-controlled templates and signed evidence support the readiness decision.
FormWhat it communicatesWhere and when
F10 · Bunker Plan & Transfer AgreementTank allocation, transfer sequence, rates, pressure, communications and stop arrangements.Bunker Plan; issue on approval before Ready, then attach returned signed evidence.
F11 · Checklist RecordApplicable checks, responses, repeated rounds and signatories.Checklist Card during preparation, transfer and completion; retain the controlled original where used.
F12 · Risk AssessmentHazards, initial and residual risk, controls, responsibilities and approval.Risk Assessment Card before Ready and following reassessment.
F13 · Declaration ValidationReview of received pre-delivery declarations and handling guidance.Declaration review after validation; an internal cover sheet, not a supplier declaration.
F14–F18 Transfer, measurement & delivery evidence
Measurements and supplier originals remain linked to the specific physical operation.
FormWhat it communicatesWhere and when
F14 · Statement of Facts & MeasurementsTime log, readings by source, instrument certificates, calculation basis and witnesses.Operation Card; draft during transfer and issue after review.
F15 · Sample & Seal RecordSample purposes, seals, methods, witnesses, custody and retention.Sampling workspace → Complete Sampling.
F16 · Letter of ProtestQuantity, quality or performance concern, supporting facts and references.Operation or dispute workspace → Prepare Protest; issue after review.
F17 · BDN Validation RecordDeclared values, rule results and resolved exceptions.Received Supplier BDN → Validate BDN; internal review record.
F18 · Internal Bunker Delivery ReportOwner’s operational summary of the supply, accepted quantities and linked evidence.Operation Card; draft after transfer end, issue after quantity acceptance.
F19–F20 Laboratory testing & quality decision
Laboratory reports are incoming originals; the following documents originate in the workflow.
FormWhat it communicatesWhere and when
F19 · Laboratory Test RequestSample and seal references, specification, required methods and reporting instructions.Sample/laboratory workspace → Dispatch to Laboratory, after accreditation checks.
F20 · Quality Decision RecordResults, frozen limits, assessment, authorized decision and affected stock.Quality review → Issue Decision; link to release, restriction or hold actions.
F21–F26, F31 Finance, claims & remedies
Financial documents and technical remedies keep their links to the original supply.
FormWhat it communicatesWhere and when
F21 · Invoice Matching Report / AP VoucherFour-way comparison, charges, taxes, discrepancies and approval.Invoice matching workspace; generate at Match, archive exception approval.
F22 · Claim NoticeClaim facts, references, calculations, remedy and evidence list.Claim Card → Issue Notice after review and within the contractual deadline.
F23 · Debunkering InstructionAffected tanks/lots, quantity, method, location, parties, safety and return reference.Claim disposition; issue after debunkering approval.
F24 · Replacement Fuel InstructionOriginal delivery, claim, new supply references and replacement terms.Claim/replacement workspace after replacement confirmation.
F25 · Claim Settlement StatementResolution, agreed amounts, financial allocations and remaining exposure.Claim Card; issue on approved settlement.
F26 · Purchase Order / Posted Purchase Credit MemoStandard BC document extended with vessel, nomination, specification, BDN and claim context.Standard purchase document → Print/Send, with bunker references and configured layouts.
F31 · Withholding NoticeContractual disputed amount being withheld and the related protest or claim.Claim financial allocation; issue after the withholding decision.
F27–F28, F30 Sustainability & management reporting
Sustainability and management reports provide delivery evidence and operational oversight in Word and PDF formats.
FormWhat it communicatesWhere and when
F27 · Sustainability EvidenceAuthorized company certificate or retained supplier evidence for the delivery.Sustainability Certificate Card → Print/Send using the selected layout. Received supplier certificates remain originals.
F28 · Bunker Monthly ReportPeriod overview of fuel purchasing, quantities, costs, quality and exceptions.Purchasing reporting workspace; run for the selected month.
F30 · Supplier Performance ScorecardSupplier performance and quality figures for the selected period.Supplier/performance workspace; run on demand for procurement and quality review.

Marine Insurance & Claims

15 reports covering forms IF01–IF28
IF01–IF06 Policies, certificates & renewals
Internal summaries and requests; certificates of entry, Blue Cards and state certificates are registered as received originals.
FormWhat it communicatesWhere and when
IF01 · Insurance Policy SummaryEntry, covers, limits, deductibles, participants and period of an insurance entry.Insurance Entry → Issue Policy Summary.
IF02 / IF05 · Vessel Insurance Certificate RegisterEntries, Blue Cards, statutory certificates and compliance holds per vessel and date.Marine Insurance Role Center or Vessel card → Insurance Certificate Register.
IF04 / IF06 · Insurance Certificate RequestBlue Card request, authority application or renewal request with vessel and owner identity.Blue Card → Issue Request Document, and the renewal actions on entry, Blue Card and certificate.
Insurance Renewal ScheduleEntries, Blue Cards and certificates by expiry date.Marine Insurance Role Center; run on demand for renewal planning.
IF07–IF13, IF19 Incidents, notices & surveys
Layouts follow the case type and insurance type; issued versions are archived before sending.
FormWhat it communicatesWhere and when
IF07–IF10 · Marine Incident ReportGeneral, fuel quality, fuel quantity or pollution incident with facts, times, parties and linked sources.Marine Case → Issue Incident Report; layout chosen by case type.
IF11–IF13 · Insurance NoticeInitial notice to the P&I, H&M or FD&D insurer with case facts and references.Insurance Notice → Issue, after approval; then Send.
IF19 · Survey AppointmentSurveyor instruction, scope, vessel, case and contact details.Survey → Appoint Surveyor.
Claim Deadline RegisterOpen obligations by due time, with basis event, status and responsible user.Marine Insurance Role Center; run on demand for deadline review.
IF23–IF28 Claims, costs, evidence & closure
Protests, claim notices, laboratory forms and claim settlement (IF14–IF18, IF20–IF22, IF27) reuse the Bunker Procurement forms.
FormWhat it communicatesWhere and when
IF23 · Insurance Claim StatementClaim against the insurer with the case, cover, amounts and supporting references.Bunker Claim → Issue Insurance Claim Statement.
IF24 · Case Cost StatementCase costs by type and state, with allocations to claims and covers.Marine Case → Issue Cost Statement.
IF25 · Evidence Pack IndexIndex of the documents in an evidence pack, with hashes and exclusions.Evidence Pack → Issue; built into the ZIP archive with manifest.
IF26 · Recovery StatementAgreed recovery split into principal, defence costs, interest and other, with payer and references.Insurance Recovery → Issue Recovery Statement.
IF28 · Case Closure ReportOutcome, final exposure, recoveries and closure reason of the case.Marine Case → Issue Closure Report.
Case Exposure · Recovery ReconciliationGross loss, paid, expected and recovered amounts; receipts and write-offs per recovery.From the case and the recovery for finance review.

Your layouts, your controlled content. The forms use Word templates managed through Business Central report selections and layouts, with PDF rendering for issued output. Signed plans, supplier confirmations, laboratory reports, declarations and insurer documents are received evidence. Company safety-management forms and licensed checklist content are supplied by the customer; Word edits do not automatically update BC data.

Fit & integration

Built around Business Central.
Configured around your operation.

A shared business foundation

Use Business Central customers, vendors, items, currencies, dimensions, approval workflows and standard document posting. Each module adds its own workspace and links its records to those foundations.

  • CommercialCustomer agreements, vendor offers, price components, approvals and financial references.
  • PhysicalVessels, tanks, products, ports, deliveries, measurements and lot-controlled vessel stock.
  • InsuredPremiums, case costs, reserves and recoveries with case and claim references on ledger entries.
  • AccountableAttachments, permission sets, operational authorities, audit events and traceable posting references.

Connect the data you rely on

Choose the sources and responsibilities during implementation. Integration interfaces provide a foundation; a working connection depends on its provider, adapter, mapping and configuration.

  • Vessel visibilityGeneric vessel-position ingestion, configured tracking providers, Telegram location sharing and reporting APIs.
  • External servicesMarket-price feeds, external planning, telemetry and reporting tools using the available interfaces and datasets.
  • Purchasing dataStructured electronic BDN intake, laboratory-result staging, vessel reports, operation events, custody updates and purchasing status APIs.
  • Insurance dataAPIs for insurance entries, certificates, marine cases, case claims, deadlines and recoveries, plus analytics queries.

Getting started with EXTBC Bunkering

Do we need all three modules?

No. Bunker Trading & Supply provides the shared foundation of vessels, ports, products, deliveries and documents. Bunker Procurement and Marine Insurance & Claims are switched on separately in setup, and while insurance is off nothing in the purchasing process changes. Start with the module that matches your role and add the others when your operation needs them.

What can we explore in a demonstration?

Explore the trading workflow: nomination entry, supplier comparison, pricing, margin and credit controls, vessel tracking, physical delivery and financial reconciliation. Follow bunker procurement through safety checks, laboratory review, tank/lot controls and payment, and see a marine case move through notices, deadlines, reserves and recoveries.

In a sandbox or evaluation company, a demo setup creates purchasing records, insurance entries, a certificate, a vessel hold and marine cases, so every cue in Bunker Procurement Activities and Marine Insurance & Claims Activities has data.

How do we choose the operating model?

Start with who sells or purchases the fuel, who owns the stock and who performs the physical delivery. Choose trader, physical-supply, hybrid, company-purchasing or charterer-supplied workflows. Confirm locations, products, units, currencies, posting rules and responsibilities before rollout.

Does the system decide insurance coverage or certify compliance?

No. The workflow records evidence, applies configured checks and routes decisions to authorized people. Cover candidates and notice rules are suggestions to review, and your assessment is kept apart from the insurer’s decision. Business Central never declares missing statutory evidence compliant and does not submit applications to authority portals.

Onboard execution, technical judgement and the company’s approved procedures remain with the responsible personnel. Regulatory editions, contractual rules, local tax requirements and controlled content must be configured for the operation.

How are approvals, signatures and notifications handled?

Standard Business Central approval workflows control records with money or external effect: five templates for purchasing and six for insurance. Bunker Authorities control operational decisions such as readiness, quantity acceptance, quality decisions, compliance overrides and case closure. Email and background jobs handle transmission, reminders and deadlines. Returned signatures are kept as evidence; qualified electronic signatures require a separately scoped integration.

Can we use our own Word templates?

Yes. The print forms use configurable Word layouts for company identity, recipient language and document presentation. Issued PDFs are archived as fixed versions, so later layout changes do not alter historical documents. Previewing or printing does not authorize a purchase, post stock, confirm delivery or send a notice.

Let’s map your operation

Bring your workflow.
See where it connects.

Tell us about your supply model, fleet, products, ports and insurance programme. We’ll show you how Bunker Trading & Supply, Bunker Procurement and Marine Insurance & Claims fit your team’s daily work.

Send us a message

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