Statements & Invoices – New Financial Applications

April 30, 2019

Dear Valued Customer,

As we strive to maintain transparency and flexibility with our customer base, we are implementing new financial and billing systems at the port. The Port of Virginia’s PeopleSoft financial system was deployed on April 29, 2019.  Our Navis N4 billing application will go live at a later date.

We are working to convert all open items in the financial system for customer accounts. Doing so requires sending two different types of statement reports to maintain a level of transparency with our customers regarding balances owed during the conversion process.

With this change, prior to May 17, 2019, we need the appropriate email address, for sending both statements. This should be one central email address for your payables team.  Please forward that email address to AccountReceivable@portofvirginia.com.

The first statements received from the PeopleSoft financial system will be released on June 1, 2019:

  • There will be a PDF and Excel statement distributed to ensure the balances owed remain transparent to all involved
    • The PDF will have all converted and new items owed with the invoice balance
    • The Excel statement will provide greater detail of payments applied, adjustments and credit memos or on account credits issued that were converted and/or new open items
  • The account credits issued from overpayments, or unapplied cash, will begin with “OA – X” with “X” being a sequential number issued by the financial system – no longer reflected as a “CXXXXX”.

In an effort to create standardization in invoice delivery, the N4 billing application will be set up to distribute invoices (port services rendered) via email or EDI only.

Please provide a central email address for all invoices no later than June 1, 2019, and direct this information to Staci Olmstead (solmstead@portofvirginia.com) and Shanna Warren (swarren@portofvirginia.com).

Thank you for your partnership and your business.