Below is a streamlined version of instructions, organized so teams can quickly understand what must be provided to avoid billing kickbacks and ensure proper upload of support documents. If the Captain or crewing agency does not provide full details, reply and request confirmation of the complete list (names + ranks). Request one hotel service line […]
Category: Vendor Services
Miscellaneous Notes
Under the Agency Fee & Services Tab, just above where service items are entered is a Misc Notes section. This section can be used to communicate information about individual files between Principal Accounting and port. You can also upload documents here that DO NOT need to go into the DA, but are informational (any documents […]
US Customs Credit Card Payment
The Credit Card Numbers in this process are 1 time use cards and you get a new card number with each vessel file you process. Do not save the card numbers as they will only work 1 time. Fairwater Payment Process Customs Portal CARDHOLDER NAME : NORTON LILLY INTL VCCARDHOLDER ADDRESS: 1 ST LOUIS ST, […]
File Validation
For the DA Billing process to work correctly files must be validated only when all services have been entered. The system then shows the file as ready to bill after all invoices are received against the open PO’s. When validating files: While we are asking that all files be validated within 10 days of sailing, […]
Vendor – Principal Service Blocks
This will allow users to insert Services for this Vendor into the Port Call but will not allow those Services to have PO’s Generated. The most common reason for doing this would be where the Vendor bills the Principal Direct but the PDA must include the expense for estimate purposes. By entering Remarks in the […]
Purchase Orders (PO’s) Generating & Cancelling
Generating a Purchase Order indicates that the Service from the Vendor has been ordered and an Invoice from that Vendor is to be expected after the completion of the work. Important – PO’s should be generated no later than 1-2 days after a Service is performed to avoid unnecessary delays in Invoice processing. Prior to […]
SERVICES PAID WITH PA CARD – USE VENDOR CODE 1704 NLI CORPORATE
When you create services that will be paid with your PA Credit Card, you must select vendor code 1704 (NLI Corporate). You will then start workflow and generate PO as usual. You then email PA credit card receipts to Jill Rowe as per standard procedure. You must select vendor 1704 (NLI Corporate) rather than the […]
Send to Non-Fairwater Dept – Wrong System, Business Unit
If an invoice is in Fairwater but needs to be sent outside of Fairwater to another Norton Lilly Business Unit select Workflow(WF) Action: Send to Non-Fairwater Dept. This will display an additional drop down option where you choose where to send the invoice. PAS Invoice = Collaborate/PAS. Note: NLI Corporate Accounting IS NOT Principal Accounting. […]
Adjusting Service Item Amounts – PO Generated
After a PO has been Generated on a Service Item, the Line Items included on the PO can no longer be edited. After an Invoice is Approved against the Service Item, no changes can be made at all. The Insert Row button is grayed out. To adjust the Service Item amount, open the Line Item […]
VENDOR ADVANCE BY PORT CHECK
Vendor Advances should normally be made by Wire Transfer through the Cash Department. The below guidelines should be followed if a Vendor Advance must be paid by a Port Check. Vendors must be approved by Accounting for Port Checks to be issued to them. You must have a proforma invoice or email advising the expected […]