The procedure for handling “V” files will be the same as the Standard Procedure for other files. Please use Principal Number 30390 – Vessel Cash Payments when creating V files in Fairwater. The Responsible Party for the V file should be the appropriate Party that provided the business (same as P or W Files).
After creating the V file please add the below items as you normally do:
- Service items in the “Services” section of the Agency Fee & Services tab for each Vendor invoice. Vendor Invoices should be submitted to the Scan Center and follow the standard process.
- Agency Fees in “Agency Fee” section of the “Agency Fee & Services” tab for any fees that you are collecting in cash.
- After doing above, the you can print the “Vessel Cash Receipt” from Fairwater. This report will list both the service items and the fees, and will give total.
- Ship and Agent can sign off on the “Vessel Cash Receipt” document as evidence of receipt of the cash by the Agent. When required please get the Captain to stamp the document with the Vessel Stamp.
- When the cash is deposited email this signed document to the Cash/Treasury Dept along with copy of the deposit ticket for the cash they collected.
As per the standard operating procedure “V” files should be Validated within 10 days after sailing. Supporting documents should be uploaded to the appropriate Service/Agency Items. When done correctly the V files will total $0.00.
Cash Collected should be deposited at least once per week, ensuring to send the deposit paperwork and details to the Cash/Treasury Dept.
Cash collected for courier: If you are collecting cash for courier include this charge in the agency fee section under code 4140. (NLI Only – When the actual courier charge is uploaded to the system, accounting will make an adjustment to clear the duplication.)
Miscellaneous Notes: When necessary please add Misc Notes to the file to help others know what to expect in the V File.