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The adoption of the 'feesable' system will now enable correspondents to use a universal invoice format regardless of which P&I club they are acting for, writes Angela Gamblin- Thursday September 16 2004
The introduction of e-commerce technology to the traditional system of P&I correspondents' services and fees is about to yield considerable benefits, both for the P&I clubs of the International Group and the correspondents who handle the infinite variety of claims, casualties and problems for the clubs and their shipowner members at more than 700 ports around the world. Initially termed 'e-fees', the success of a pilot system carried out in 2002/3 encouraged the adoption of 'feesable' as the formal name of this new method of processing P&I correspondents' and other suppliers' fee invoices. A project team of business and technical staff from several of the international group clubs set out to simplify and improve the process of submission of correspondent invoices to each of the 13 clubs in the group. The P&I clubs of the international group, which sponsored this project, represent over 95% of the world's ocean-going merchant shipping. Their adoption of the 'feesable' system will enable correspondents to use a universal format of invoice regardless of which P&I club they are acting for. 'Feesable' has two elements. Firstly, an offline software package generates invoices. A web-based electronic delivery system facilitates transmission and monitoring of those invoices. P&I correspondents and other suppliers of services who adopt the 'feesable' package should be able to generate and submit their fees quickly, efficiently and in a common format based on generic internet standards. The 'feesable' software package and access to the 'feesable' website (www.feesable.com) are available free of charge to P&I club correspondents. Both have been designed to be simple to use and require only a PC, MS Excel 97 (or above) and an internet connection. The single format invoices generated using this software are capable of being used to bill the full range of work undertaken by a correspondent. Needless to say, the format has been confirmed as acceptable by all of the P&I clubs in the international group. The electronic delivery system enables the invoices to be submitted at the speed of the internet. This has obvious advantages for correspondents over existing paper-based systems because of both the speed and the increased certainty of delivery. The system also helps correspondents improve the management of their billing. Invoices are submitted via a single administration system regardless of the club or location of the correspondent. They can also check whether an invoice has been collected by the club via the 'feesable' website. Pilot testing of 'feesable' has been taking place over a period of several months. |
The clubs have greatly appreciated the feedback, support and assistance given to the project team by established P&I correspondents such as Langlois & Co of Antwerp, Budd SA of Marseille, Gulf Agency Co of Dubai and Scua of Antwerp. Their participation throughout the development and testing of 'feesable' has helped both the clubs and correspondents worldwide achieve considerable mutual benefits and value from this new system.
P&I correspondents who participated in the pilot scheme have praised its efficiency, ease of use and other benefits. Dirk Verbist of Scua/Mico (Antwerp) says: "By having an open mind, the clubs have produced a user-friendly program, which allows us, the supplier, to now produce a uniform invoice for all clubs." "This is definitely an added value." Although initially designed with the aim of improving the consistency and efficiency in the submission and processing of fees - and not necessarily the payment process of each club - Sarah Penwarden of Budd SA notes that "the electronic transmission of invoices to the UK club has considerably accelerated the payment process". This view was reinforced by Paul Pistorius of Langlois & Co in Antwerp. "Prior to 'feesable' all invoices were batched and sent to the association at month end," he says. "As invoices are now sent via 'feesable' upon production, we have noted an improved cash flow, as some invoices are now processed sooner than would previously have been the case." Of course the adoption of the 'feesable' system has required changes to traditional methods but all the correspondents involved in the development agree that they have easily adjusted to the new format. The UK P&I Club has invited its entire global network of over 400 correspondents to submit their debit notes using 'feesable' with effect from October 1 2004 whereas the other international group clubs, who are also promoting 'feesable' equally strongly,will have their own particular timetables for implementation. Correspondents should check the position for each club to obtain up-to-date information. Work has already started on developing the next version of 'feesable'. This will enable correspondents to attach and send electronically the invoices raised by third parties. The UK club aims to further streamline the receipt and processing of correspondents' debit and fee notes under 'feesable'. At Thomas Miller, work has started on building an electronic bridge between 'feesable' and the UK club's internal fee processing systems so that 're-keying' of information and data can be almost eliminated. P&I correspondents who need further information about 'feesable' and how to register for the service can find it on the 'feesable' website at www.feesable.com. This site also contains regularly updated information on each club's progress toward implementation of the system. Angela Gamblin is a director of Thomas Miller P&I |