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MOEPS Agency Portal Manual

Contents 1. Registry List .................................................................................................................................................................2

2. How to Create a PDA ...................................................................................................................................................3

3. Additional pre-funding required (SDA) .......................................................................................................................7

4. How to Create a DA .....................................................................................................................................................9

5. Additional Invoice (SDA) ...........................................................................................................................................10

Annex I ...............................................................................................................................................................................11

Annex II ..............................................................................................................................................................................12

Annex III .............................................................................................................................................................................13

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1. Registry List

When you receive an e-mail from our MOEPS system with the subject agent invitation “(VESSEL/ VOYAGE

NO. / PORT NAME)”, your company has been nominated as the agent for the upcoming port call. Use the

information in the email to logon to the system and upload your PDA. We will not be able to arrange

payment otherwise. Please note that even if no pre-funding is required, your agency still needs to submit

a “PDA” request to be able to submit a “DA” when final invoices are on hand. In the main screen, you can see a list of all PDAs between Norient and your company. You can search by Agent type (1), Port call date (2), Port name (3), Vessel name (4), Voyage no. (5), Type of entry (6), PDA invoice no. (7) and DA invoice no. (8). Each search field can be used to filter or sort the list. To remove any applied filter, click on “Clear filter”. This agency manual can be accessed any time from your portal by clicking on (10).

The following statuses can be seen at (9):

PDA DA

Invited

You have received an agency appointment from Norient Product Pool and the PDA should be entered and submitted

In work

The PDA is submitted to Norient. Payment will be made on due date

The FDA is submitted to Norient. Will change to "Paid" when balance is settled. Status will be left as "In work" if balance is in favor of Norient, until payment received

Rejected

The PDA has been rejected by Norient. Please open PDA and see comments for reasoning. Corrections need to be made and resubmitted to Norient

The FDA has been rejected by Norient. Please open FDA and see comments for reasoning. Corrections need to be made and resubmitted to Norient

Paid (Date)

Norient has paid the PDA

Norient has paid the DA

10 1 2 3 4 5 6 7 8 9 11

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2. How to Create a PDA

To add a new PDA, click on “PDA” (11) in the main screen. After clicking “PDA”, you are to enter all relevant details in the fields at the top of the page. Please refer to Annex I for detailed field descriptions and Annex II for a list of currencies which we cannot pay in.

The banking details will only be required for the first entry you make. The bank details entered in

your first entry will automatically be inserted for all future entries. However, you can amend the

banking details for any PDA entries should you need to. Please note that while you are filling in your

details the system will pop up some useful information highlighted in yellow that you need to read

and follow accordingly. Otherwise information submitted might not be valid.

For example the following can be seen on (7)

Once you have filled in above required information, you are to select/ manually type the descriptions

and enter the amounts of your proforma expenses under the relevant categories: “Standard cost”,

“Discount”, “Additional cost”, “Anticipate charterers expenses” and “Anticipate owners expenses”.

All expenses under “Discount” will automatically appear with a minus sign (-). You shall not enter any costs

under “Anticipate charterers expenses” or “Anticipate owners expenses” unless specifically

instructed to do so by Norient.

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Our interface contains cost groups which need to be expanded by clicking the icon and then you

select the relevant cost ledger from the drop-down list:

Once you’ve selected the relevant cost ledger, you insert the amount and click the icon to add any

additional expenses under the same cost group:

If your “Currency” selection is not USD, you have access to fill in either the “Cost in LCY” or “Cost in USD”

for ONLY the “AGENCY FEE” and “PROTECTING AGENCY FEE” cost ledgers under the “AGENCY” cost group.

If you have specific standard port costs which are not available for selection from the drop down list under

the relevant Cost Groups under the “Standard cost” section, you are to use the free text option under the

“Additional cost” section.

The “Discount”, “Anticipate charterers expenses” and “Anticipate owners expenses” sections have both a drop down list for standard port expenses and a free text option:

Free text Drop down list with cost ledgers

Please refer to Annex III for full list and description of cost ledgers available for selection.

If you’d like to attach your invoice/ internal document (if any), please upload your PDF, TIFF, JPG or PNG

format document by clicking “Browse”, selecting the file and clicking “Upload file”.

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Finally, you are to submit the PDA by clicking “Submit to Norient”. Agents also have the options to “Save

draft” in order to submit at a later stage, insert comments or “Print PDA” for their record

Once PDA has been submitted from your side, the PDA status on the main screen is “In work” and will be

approved and processed for payment on the due date.

If your PDA has been rejected by Norient’s Port Cost Management department, you will receive an email

notifying you of same. In our agency portal, the line will be red on the main screen and the PDA link will be

re-activated. Please open the PDA to see Norient’s comments, make the necessary changes or comments

(clarifications) and re-submit accordingly.

If changes were made to the cost ledgers by Norient prior to rejecting the PDA, it will open in “View mode”

in order for you to easily identify exact suggestions made. The suggestions as to which cost ledgers should

be amended will be highlighted either with red or green color. Please use the button “Switch to Edit mode”

for making amendments and re-sending PDA to Norient.

Note: Do not forget to expand cost ledgers in order to edit them.

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Once PDA has been approved and paid by Norient, the payment date will appear under the “PDA” column,

the amount pre-funded will appear under the “Amount for payment” column and the “DA” & ”SDA” links

will become active.

Your agency will also receive an automated email from our system informing you that payment has been

transferred.

As done with the banking details for your convenience, the same cost ledgers under the “Standard cost”

section which were submitted with your first PDA entry will automatically be selected and expanded

(without amounts) for all future PDA entries at the same port. However, you can amend the cost ledgers

should you need to.

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3. Additional pre-funding required (SDA)

If the PDA has already been paid and you have agreed with the operator that additional pre-funding to be made you are to submit a Supplementary DA (“SDA”):

After clicking “SDA”, you are to only fill in the “Terminal to be called” (1), “Invoice date” (2), “PDA invoice

no.” (3) and “ROE from local currency to USD” (13) fields at the top of the page.

Once you have filled in above required information, you are to select/ manually type the descriptions and

enter the amounts of your additional expenses under the relevant categories: “Standard cost”, “Discount”,

“Additional cost”, “Anticipate charterers expenses” and “Anticipate owners expenses”.

Finally, you are to attach your invoice/ internal document (if any) and “Submit to Norient” as done with the

PDA.

Once SDA has been approved and paid by Norient, it will be summed to the PDA entry in order for just one

final DA entry to be submitted by your agency:

The total amount pre-funded for both the PDA and SDA entries will be stated in the “Amount for payment”.

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If the “DA” link on the SDA entry is still active, please contact Port Cost Management

(control@norientpool.com) departments prior to submitting your FD

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4. How to Create a DA

When you are ready to enter amounts for the DA, please find the PDA/DA in question from the list by

applying the search filters as described in the top of this document and click the relevant “DA” link:

After clicking “DA”, you are to only fill in the “Terminal to be called” (1), “Invoice date” (2), “DA invoice

no.” (3) and “ROE DA from local currency to USD” fields at the top of the page.

Once you have filled in above required information, you are to fill in all your final amounts for the relevant

cost ledgers under the “Cost in LCY” column in the “DISBURSEMENT ACCOUNT – FINAL” section:

All cost ledgers available for selection are expanded when the icon is clicked for the relevant cost

groups. Agents also have the option to expand all cost groups for the “Standard cost” by clicking the

“Expand all” button.

If additional pre-funding was made, agents will notice that the cost ledger(s) in the SDA are now included

with the cost ledgers submitted with the PDA:

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You are now to attach your cover page and supporting invoices. Please upload your PDF, TIFF, JPG or PNG

format document by clicking “Browse”, selecting the file and clicking “Upload file”.

Finally, you are to submit the FDA by clicking “Submit to Norient”. Agents also have the options to “Save

draft” in order to submit at a later stage, insert comments, “Print PDA” and/or “Print DA” for your

records.

Once DA has been approved and paid by Norient, the payment date for the balance will appear under the

“DA” column,

5. Additional Invoice (SDA)

If agents need to submit an additional invoice after DA has been submitted and paid, please click the “SDA”

link:

Thereafter, the same process as “Making a DA” should be followed.

If any questions, please contact Port Cost Management (control@norientpool.com) departments

Annex I

No. Field Description

1 Terminal to be called Terminal where vessel will berth. If unknown at the time, please insert TBA

2 Invoice date Invoice date on your internal document or date in which you'll submit PDA

3 PDA invoice no. Invoice/Reference no. from your internal invoice/document/system

4 Beneficiary bank Name of your beneficiary bank/ final bank and only the name

5 Bank address Address for your beneficiary bank

6 Beneficiary account See item 7

7 IBAN Number ONLY your IBAN Number for your beneficiary account is to be entered in this field, however you can choose to fill out either the field for beneficiary account or IBAN Number but do not fill in both. No spaces are allowed. Your IBAN number should start with a two letter country code, followed by two check digits and up to thirty alphanumeric characters

8 SWIFT/BIC code SWIFT/BIC code for beneficiary bank. No spaces allowed. It should consist of 8 or 11 characters

9 Corresponding bank Name of your corresponding bank and only the name. This is not mandatory and should only be filled out if you want us to use a specific corresponding bank

10 Corresponding SWIFT SWIFT/BIC code for corresponding bank and only this. This is not mandatory and should only be filled out if you want us to use a specific corresponding bank

11 In favor of Your beneficiary name in your bank/account

12 Currency Please select local currency stated on all invoices from port authorities/3rd party vendors

13 ROE from local currency to USD

The Rate of Exchange from your local currency (Currency field) to USD in accordance to www.OANDA.com. Our system will automatically convert the figures under “Cost in LCY” to “Cost in USD” in accordance to the ROE entered in this field. If you have selected your local currency for both “Currency” and “Currency of payment”, you may leave this field with 0 as it will have no impact on the amount you receive.

14 Currency of payment Please select the currency in which you want to receive payment. The same currency will be automatically locked for the currency field of your bank details. Please see below list of currencies we can’t pay in. If your local currency is stated on below list, please select USD and make sure your USD bank account details are inserted

Annex II

List of currencies we cannot pay in

BDT Bangladeshi Taka

BHD Bahraini Dinar

BND Brunei Dollar

BRL Brazilian Real

CFP CFP Franc

CLP Chilean Peso

CNY Chinese Yuan Renminbi

DJF Djibouti Franc

DZD Algerian Dinar

EEK Estonian Kroon

FJD Fiji Dollar

IDR Indonesian Rupiah

IQD Iraqi Dinar

IRR Iranian Rial

LYD Libyan Dinar

MGA Malagasy Ariary

MMK Myanmar Kyat

MUR Mauritius Rupee

MXN Mexican Peso

MYR Malaysian Ringgit

MZN Mozambique New Metical

OMR Omani Rial

PGK Papua New Guinea Kina

RUB Russian Rouble

SBD Solomon Islands Dollar

SCR Seychelles Rupee

TWD Taiwan Dollar

TZS Tanzanian Shilling

VND Vietnamese Dong

YER Yemeni Rial

Annex III

DESCRIPTION OF EXPENSES - STANDARD COST

COST GROUP COST LEDGER DESCRIPTION

AGENCY AGENCY COMMUNICATION Communication charged by agent

AGENCY FEE Agency fee

AGENCY FEE ADDITIONAL DAYS

AGENCY GRATUITIES, POSTAGE, PETTIES, SUNDRIES

AGENCY OVERTIME

AGENCY TRANSPORTATION / ACCOMODATION

BANK CHARGES

CURRENCY ADJUSTMENT

EU ADVANCE CARGO DECLARATION

PROTECTING AGENCY FEE Agency fee relating to owner's protective agent

BUNKERS BUNKER EXPENSES Lumpsum costs related to the bunkering operation

CANCELLATION FEE

SAMPLE Costs for sampling of bunkers

DUES ANCHORAGE DUES

BERTH DUES

BUOY DUES

CANAL DUES

CARGO DUES Dues on cargo

DOCKAGE

DOLPHIN DUES

ECOLOGICAL / ENVIRONMENTAL DUES

Ecological / Environmental dues / Conservancy dues

ESI DISCOUNT Environmental Shipping Index rebate/discount

FAIRWAY DUES Fairway / waterway dues

HARBOUR MASTER DUES

ICE DUES

LIGHT HOUSE DUES Light house dues and/or Navigation dues

LAYBY BERTH/BUOY

NAVIGATION DUES

PORT DUES

QUAY DUES Quay dues and/or fees

SANITARY DUES

SUEZ REBATE

TONNAGE DUES

TRANSIT DUES Transit dues (Suez Canal, Panama Canal, Kiel Canal etc.)

WAY LEAVE DUES

WHARFAGE DUES

FRESH WATER FW DUE TO LONG PORT STAY Supply of FW due to long port stay and vessel needs re-supply

FW FOR CLEANING Fresh Water to be used for tank cleaning

GUARDS ARMED GUARDS

ISPS GUARDS

MOBILISATION / DE- MOBILISATION

NON ARMED GUARDS

INSPECTION/S URVEY

BUNKER SURVEY, ON/OFF HIRE Costs relating to bunker survey in connection with on/off hire

BUNKER SURVEY, QUANTITY Costs relating to bunker survey in connection with bunker operations

CARGO SURVEY

CARGO TANK INSPECTION

CLASS INSPECTION

COC INSPECTION

CONDITION SURVEY

ECOLOGICAL INSPECTION

LOADNG INSPECTION

ON/OFF HIRE SURVEY

PORT STATE CONTROL

RE-MEASUREMENT / CHANGE OF LOAD LINES

TVI INSPECTION

VETTING

INSURANCE ADDITIONAL WARRISK PREMIUM

AMPD Average Most Probable Discharge (insurance)

COFR

FD&D Freight, Deadfreight & Demurrage (insurance)

INL

K&R Kidnap and Ransom (insurance)

LOH Loss of hire (insurance)

OPA

OSRO

P&I Protection & Indemnity (insurance)

SIGCO

LAUNCH LAUNCH DISCOUNT Shall be entered under "Discount" (not "Standard Cost")

LAUNCH HIRE Gross costs for launch(es)

LAUNCH OVERTIME

SURCHARGES, LAUNCH Costs relating to fuel, waiting, cancellation, late orders and the like

MOORING LAUNCH FOR MOORING/UNMOORING

Launch expenses relating to line handlers

LAUNCH FOR MOORING/UNMOORING - OVERTIME

Overtime charges on launch expenses relating to line handlers

LINE HANDLERS Costs for additional line handlers

LOCOMOTIVE WIRES Panama Canal expenses

MOORING DISCOUNT Shall be entered under "Discount" (not "Standard Cost")

MOORING IN Gross costs for mooring the vessel

MOORING IN OVERTIME Overtime charges in connection with mooring

MOORING OUT Gross costs for unmooring the vessel

MOORING OUT OVERTIME Overtime charges in connection with unmooring

SHIFTING MOORING / UNMOORING

If vessel is going from one berth to another this account to be used for unmooring at 1st berth and mooring at 2nd berth

SURCHARGES, MOORING To be used for costs relating to cancellation, waiting, late orders and the like

WINTER SURCHARGE, MOORING

Gross costs for winter surcharges on mooring/unmooring

BUNKER SURCHARGE

WIRE ROPES Rental of, or buying, ropes and/or wires

OTHER PORT EXPENSES

ANTIPOLLUTION EXPENSES

BOOKING FEE Panama Canal pre-booking fee

CLEARANCE IN/OUT

CUSTOMS CHARGES

FIRE SAFETY EXPENSES

FUMIGATION FEE

GARBAGE REMOVAL (COMPULSORY)

Compulsory garbage removal

HEALTH & IMMIGRATION

ICE ADVISOR

ISPS / SECURITY EXPENSES ISPS charges supported by 3rd party invoice (ie. not charges from agent)

MNSF Marine Navigation Service Fee

OIL POLLUTION FEE All costs related to oil pollution (oil fence, oil boom, spill containers, barriers etc.)

PC-SOPEP

QUARANTINE FEE

REPORTING FEE

RETAINER FEE

RIGHT OF BASSIN

SANITATION FEE

SECURITY FEE

SHIPPING ASSOCIATION

STS Costs in connection with STS operations

VTS (VESSEL TRAFFIC SERVICE)

WATCHMEN (COMPULSORY)

PILOTAGE BUNKER SURCHARGE, PILOTAGE

CANAL/RIVER PILOTS

PILOT IN

PILOT IN OVERTIME

PILOT LAUNCH / TRANSPORTATION

Launch and/or other transportation costs for the pilot(s)

PILOT OUT

PILOT OUT OVERTIME

PILOTAGE DISCOUNT Shall be entered under "Discount" (not "Standard cost")

SHIFTING PILOTAGE Gross costs for shifting from one berth to another

SURCHARGES, PILOTAGE To be used for costs relating to cancellation, waiting, late orders and the like

WINTER SURCHARGE, PILOTAGE

Gross costs for winter surcharge on pilotage

PILOTAGE TO/FROM ANCHORAGE

PORT MISCELLANEO US

AMS

B/L SWITCH

DELIVERY OF PORT AUTHORITIES

ELECTRONIC SUBMISSION OF ENTRY FORMS

FENDERS

GANGWAY FEE

PENALTY

PORT/TRANSIT RISK ASSESSMENT

REDUCER (MANIFOLD)

SAFETY MONITORING

SHORE EQUIPMENT

SPRO

STANDBY LINE BOAT

VAPOUR REDUCER

VIRTUAL ARRIVAL

WORLDSCALE EXPENSES

SLOPS/CLEANI NG WATER

BARGE EXPENSES / HOURS Gross costs for the barge(s)

DISPOSAL OF SLOPS / CLEANING WATER

Gross costs relating to the quantity disposed

DISPOSAL OF SLUDGE Gross costs relating to the quantity disposed

OTHER EXPENSES Costs relating to fuel surcharges, cancellation, waiting and the like

OVERTIME Overtime charges in connection with disposal of slops and/or sludge

SLOPS / CLEANING WATER REBATE

Discount provided. Same to be entered under "Discount" and not "Standard cost"

CHEMICALS

TANK CLEANING

CLEANING ADVISOR

CLEANING EQUIPMENT

CLEANING EXPENSES

CLEANING INSPECTION

CREW BONUS

CRUDE OIL WASHING

GAS FREE EXPENSES

SWEEPING

TAX BUNKER TAX

FREIGHT TAX

GOVERNMENT TAX

TONNAGE TAX

TOWAGE BUNKER SURCHARGE Fuel/bunker surcharges

MOBILISATION/DE- MOBILISATION

Costs for mobilisation/de-mobilisation

PANAMA CANAL TOWAGE

SHIFTING TOWAGE Gross costs for shifting from one berth to another

STANDBY/ESCORT TUGS Enter number of standby and/or escort tugs and gross costs

STANDBY/ESCORT TUGS OVERTIME

Enter gross costs of overtime charges in connection with standby and/or escort tugs

SURCHAGE, TOWAGE To be used for costs relating to cancellation, waiting, late orders and the like

TOWAGE DISCOUNT Shall be entered under "Discount" (not standard costs)

TOWAGE IN Enter number of tugs and gross costs

TOWAGE IN OVERTIME Enter gross costs of overtime charges in connection with berthing

TOWAGE LOCKS IN Enter number of tugs and gross costs

TOWAGE LOCKS OUT Enter number of tugs and gross costs

TOWAGE OUT Enter number of tugs and gross costs

TOWAGE OUT OVERTIME Enter gross costs of overtime charges in connection with un-berthing

TOWAGE TO/FROM ANCHORAGE

TUG LINES

PULL BACK TUGS

WINTER SURCHARGE, TOWAGE Gross costs for winter surcharges on towage

WINTER SURCHARGE ON STANDBY/ESCORT TUGS

Gross costs for winter surcharges on standby and/or escort tugs

DESCRIPTION OF EXPENSES - CHARTERERS

AGENCY FEE

AMOUNT REMITTED BY CHARTERERS

AMS

ANCHORAGE DUES

ANTIPOLLUTION EXPENSES

ARMED GUARDS

AWRP

BAD WEATHER COSTS

BERTH DUES

BOCF

BOOKING FEES

BREACH OF INL

BREACH OF IWL

BUNKER SURCHARGE ON TOWAGE, MOORING, STANDBY TUGS

BUNKER SURCHARGE, MOORING

BUNKER SURCHARGE, PILOTAGE

BUNKER SURCHARGE, STANDBY TUGS

BUNKER SURCHARGE, TOWAGE

BUOY DUES

CANADIAN ICE BREAKING DUES

CANCELLATION FEE

CARGO DUES

CARGO SAMPLING

COURIER / POSTAGE

CREW BONUS

CRUDE OIL WASHING

DETENTION OF PILOT OR TUGS

DISCHARGE / RE-LOAD EXPENSES

DISCOUNT ON TOWAGE, MOORING, STANDBY TUGS

DOLPHIN DUES

FAIRWAY DUES

FIRE SAFETY EXPENSES

GANGWAY

GAS FREE INSPECTION

ICE ADVISOR

ICE BREAKER DUES

ICE DUES

INTERIM PORT EXPENSES

ISPS / SECURITY

LOADLINE INSPECTION

MNSF (MARINE NAVIGATION SERVICE FEE)

MOORING DISCOUNT

ON HIRE BUNKER & HULL

OTHER EXPENSES

OVERTIME ON PILOTAGE, TOWAGE OR MOORING

PORT COSTS EXCEEDING MAXIMUM AGREED

PORT DUES

PULLBACK TUGS

RE-MEASUREMENT / CHANGE OF LOAD LINE

SAFETY MONITORING / REPORTS

SECURITY SERVICE FEE

SHIFTING MOORING / UNMOORING, CHRTS ACCOUNT

SHIFTING PILOTAGE, CHRTS ACCOUNT

SHIFTING PORT DUES

SHIFTING TOWAGE, CHRTS ACCOUNT

SHMPP BASIN TAX AT LE HAVRE

SPRO

STANDBY TUGS DISCOUNT

STANDBY/ESCORT TUGS, CHRTS ACCOUNT

STS

SUPERVISION FEE

SURVEY EXP.

TOWAGE DISCOUNT

VAPOR REDUCER

WAY LEAVE DUES

WHARFAGE / DOCKAGE / QUAY DUES

WINTER SURCHARGE ON MOORING, CHRTS ACCOUNT

WINTER SURCHARGE ON PILOTAGE, CHRTS ACCOUNT

WINTER SURCHARGE ON STANDBY/ESCORT TUGS, CHRTS ACC

WINTER SURCHARGE ON TOWAGE, CHRTS ACCOUNT

WIRE ROPES, CHRTS ACCOUNT

WORLDSCALE EXPENSES

20

DESCRIPTION OF EXPENSES - OWNERS

(NAUTICAL) CHARTS & PUBLICATIONS

ACCOMMODATION

AIR FARES

AMOUNT REMITTED BY OWNERS

CAR SERVICE / TAXIS

CARGO SHIP SAFETY CERTIFICATE

CASH TO MASTER

COURIER / POSTAGE

CREW BONUS

CREW CHANGE

CREW COMMUNICATIONS

CREW EXPENSES

DERATTING / FUMIGATION / SANITATION

DRYDOCK

FRESH WATER

GARBAGE

IMMIGRATION EXPENSES

INERT GAS

LAUNCH HIRE, OWNERS ACCOUNT

MEDICAL EXPENSES

OIL SAMPLES / LUBES

OTHER EXPENSES

PORT STATE CONTROL (PSC)

RAGS

REPAIRS

SEAMENS LEVY

SLUDGE / BILGE

SPARES

STORES

SUPERINTENDENT COSTS

SURVEY COSTS

USCG COC

VETTING INSPECTOR COSTS