PROCEDURE FOR HANDLING SUBAGENT DA’s

Sub Agent Definition – A Vendor that is a Vessel Agent and provides Agency Services when we Appoint them as Agent.  These Vendors send us Disbursement Accounts and we are required to enter the Actual Vendor Name for each Service provided (replacing the Sub Agent Name in our DA’s) when processing their DA Invoices.

When NLI appoints a Subagent, the agent will send their PDA to NLI. The Port office will need to enter one service item for every expense included on the PDA, for example, customs, pilotage, towing, etc. under the vendor number for the agent (not the vendor number for the individual vendor invoices included in their FDA as you want to pay the agent).  If these service items are not available for this vendor, you should contact purchasing@nortonlilly.com requesting to have each service item added for vendor ????? for your port office.  Be sure to include service item 5021 “Subagent Agent Fees”. The Subagent’s agency fee and any other charges that we should not pass on to the principal should be entered under 5021 as lumpsum. Charges under 5021 will appear as a reduction in your revenue under “Subagent fees” and will NOT appear in NLI’s DA. Once service items are entered generate the PO within 3 days of sailing per procedure for the vessel file validation.

Add NLI’s agency fees in the agency fee section and save. Submit your PDA from Fairwater to the principal. NOTE: (The Subagent fees under service item 5021 will not appear on your PDA).

When the FDA is received from the Subagent agent you should review for accuracy and send to the scan-center. Once the invoice appears in your queue process as any other vendor invoice. When you select “submit” you will receive a message to “Enter the Actual Vendor”. Select “save” and choose the below in the PO grid.

In the next screen enter the name of the vendor for each invoice in the column “actual vendor” as shown and then “save changes”. Once done then select “submit”.

The DA Staff will exclude the cover page and invoices for the Subagents fee by using the PDF Editor prior to billing.