Check Voiding and Check Reprint Policy

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We have now provided the ability to void and reprint checks in Fairwater from within the vessel call.  This is available to Port Managers, Operation Managers, and Port Administrators.  Please review the below policies regarding use of this function.  

Norton Lilly policies and procedures related to check voiding and check reprinting (for Fairwater generated port checks) are as follows:

CHECK VOIDING

  1. Authorized Users for voiding of checks in the Fairwater system will be restricted to Port Managers, Operations Managers, and Administrative personnel.
  2. Reasons for voiding a check include:
    1. Issued on wrong Fairwater checkbook
    2. Issued to wrong payee
    3. Issued for wrong amount
    4. Check should not have been issued (check not needed)
    5. Check Lost after having been printed
  3. Prior to voiding a check, the Authorized User must physically destroy the paper check.
  4. If it is not possible to destroy paper check due to it being lost, or for some other reason, then the Authorized User must document the reason for the paper check not being available, by email message to the user who generated the check.  In case of a lost check, do not print a new check until you have voided the original check in the system.
  5. The Authorized User will then void the check in Fairwater using the “Reprint/Void Checks” button on the “Agency Fee & Services” screen of the vessel call (see screenshot below).  When voiding check in system, user must enter a clear reason for the check being voided into the “Remarks” box.

CHECK REPRINTING

  1. Authorized Users for reprinting of checks in the Fairwater system will be restricted to Port Managers, Operations Managers, and Administrative personnel.
  2. Prior to reprinting a check, the authorized user must determine why the original check is not available:
    1. If the original check was lost, then it should NOT be reprinted.  Rather, the original check should be voided as per “Check Voiding” procedure above, and then a new check should be generated.
    2. If the original check never printed, this must be documented via email message between the user who generated the check and the Authorized User who will be reprinting the check.
  3. Authorized user will then reprint the check in Fairwater using the “Reprint/Void Checks” button on the “Agency Fee & Services” screen of the vessel call (see screenshot below).  When reprinting a check via the system, user must enter a clear reason for the reprint into the “Remarks” box.

Below is a screenshot showing where the “Reprint/Void Checks” button is located on the “Agency Fee & Services” screen of the vessel call:

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