Please note the below activities, and how you will handle for the S5 calls that show “Call Type” of “FW” in Simply5:
Simply5 System will be used to:
- Confirm vessel call (which will then sync to Fairwater) – be sure to check that correct Principal and Responsible Party have been setup before confirming
- Add Other billing parties when applicable (for other S5 billing parties)
- Make entries into Port Log
Fairwater System will be used to:
- Create Services and Generate PO’s (remember to use proper file, usually “W” for Owners, sometimes “T” for CTM”, and “P” if Commercial applicable).
- Send Proforma (which will then synch to Simply5) – note: the email dialog box will not appear for S5 calls. When you click the “Synch Proforma” button, after a few seconds, you should get a green message box confirming that proforma has been synched to S5 system.
- Enter and Approve Agency Fees (remember to select proper file type).
- Upload DA Support documents to Services and Fees as needed
- Generate Checks to Customs as usual
- Generate CTM checks as usual
- Approve vendor invoices in PQC as usual
- Note: When sending UPS airbills for S5 vessel calls, please enter Fairwater call number when creating UPS airbill (do not enter the S5 call number).
If you are also appointed as Charterer Agent or Cargo Agent by a non-S5 party, please create a new vessel call in Fairwater. Please create this new call with “Agent Type” equal to “Non-Vessel Call”, so that we don’t count same call twice (since same vessel call will also exist for the S5 appointment from the Simply5 system).
The Principal Accounting department in Mobile will generate DA’s from Fairwater system, and these will synch to Simply5, along with all supporting documents that you have uploaded to the call in Fairwater.
CALL SETUP NOTE:
We prefer for all S5 calls to be created in Simply5 by either the Client or the S5 Hub. If you receive an S5 appointment message for which the call has not been created in Simply5, please forward message to the S5 Hub, asking them to create the call. When you confirm a call that has been created in Simply5, you will notice that Call Type will show as “FW”. The call information will synch to Fairwater (note: the synch occurs after 2 minutes).
EXAMPLE:
As an example of how this will work, see below screenshots from Simply5 and Fairwater for a Philadelphia call. When this S5 call number USPHL23002211 was confirmed in Simply5 system, it synched over to the Fairwater system as Fairwater call number 2334880. You will notice that the Fairwater system also shows the Simply5 call number as reference. And in the Fairwater “Search” box, you can enter either the Fairwater or S5 call number to bring up a call (or vessel name). Also note that Fairwater system shows the phrase “S5 Vessel Call” at top of screen, so that you know this is an S5 call.
You can also see from last screenshot below that S5 calls will be shown in yellow highlight on the Fairwater “Agent Whiteboard”. Also, we have added a button on the Agent Whiteboard called “S5 Calls” if you want to review just your S5 calls. Let us know if you have questions or run into any issues as new S5 calls are handled.
