NAB Trade Finance Online Customer User Guide

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1 NAB Trade Finance Online Customer User Guide

2 Contents Introduction Scope... 2 How to Use This Guide... 2 Users of NAB Trade Finance Online... 3 Resources... 3 Your Profile... 4 Introduction... 4 Roles... 4 Authorization Level... 4 Entities... 5 Logging into NAB Trade Finance Online... 6 Introduction... 6 Login... 6 Common Features Home Page Introduction Home Page Home Page Panes Tasks Product Codes Module Menu Trade Calendar Trade Events Today Last Pending Transactions Last Notifications Outstanding Amount Searching and Viewing Transactions Introduction Searching Pending Transactions Modify a Pending Transaction View Submitted Transactions Event Details Review Unsigned Pending Record Conducting an Inquiry Viewing Transaction in Details Mode Viewing Transaction in History Mode Initiating a Form Introduction Opening a Form Create New From Template Copy From Existing NAB Trade Finance Online Customer User Guide i

3 Contents Retrieve Draft Retrieve Unsigned Populating a Form Introduction Mandatory Fields Moving Between Fields Displaying Fields Selecting Tabs Retrieving Details from a List Entering Amounts Entering Dates Adding Attachments Help Module Locate Field Description Information Closing a Form Closing a Form Saving a Form Submitting a Form Incomplete Mandatory Fields Error Message Insufficient Authorization to Submit a Form Create a Template Cancelling a Form Submitting Unsigned Records Retrieve Unsigned Submitting Unsigned Records Viewing Unsigned Records Creating Bank Messages Message to Bank Process Message to Bank Options Creating a Message to the Bank General Details of a Bank Message Populating Text of a Bank Message Attach Supporting Documents to a Bank Message Tasks Introduction Viewing a Task Viewing all Tasks Creating a Task Assigning a Task to a Specific User Assigning Yourself a Task Saving a Task Editing a Task Adding a Task Comment Completing a Task Trade Calendar Trade Calendar Introduction NAB Trade Finance Online Customer User Guide ii

4 Contents Standard View Milestone View View a Custom Calendar Event Add a Calendar Event Edit a Calendar Event Delete a Calendar Event Maintenance Introduction Deleting Records Trade Applications Import Letter of Credit (LC) Introduction Menu Options LC Establishment Process LC Establishment Options Required Details for an LC Request Requesting Finance for Import LC Closing the LC Establishment Form LC Amendment Process LC Amendment Options Requesting an LC Amendment Issued Standby LC (SI) Introduction Menu Options SI Establishment Process SI Establishment Options Required Details for an SI Request Closing the SI establishment Form Amend SI Process Amending SI Details Export Letter of Credit (LC) Introduction Menu Options Generate Export LC Documents Shipping Guarantee (SG) Introduction Menu Options SG Establishment Process SG Establishment Options Required Details for an SG Request Update SG Financing Request (TF) Introduction Menu Options TF Establishment Process NAB Trade Finance Online Customer User Guide iii

5 Contents TF Establishment Options Required Details for a TF Request Closing the Request Form Update TF Export Collection (EC) Introduction Menu Options EC Establishment Options Required Details for an EC Request Generating Documents for Regular EC Generating Documents for Direct EC Requesting Finance for EC Closing the EC Establishment Form Update EC Process Import Collection (IC) Introduction Menu Options IC Message to Bank Reports Introduction View List of Transaction Notifications Pending Transactions / Inquiry Process Conduct an Inquiry Across all Products Batch Submission Process Tasks Monitoring Introduction Report Execution Run a Report System Features Introduction Menu Options Jurisdiction Maintenance Introduction Authorization Matrix Introduction Modifying Authorization Level Limit Deleting an Authorization Adding an Authorization User Maintenance Introduction User Profiles Modify a User View User Details Modify User Authorization level Modify User Permissions View User Permissions Data Maintenance (Counterparties / Banks / Clauses/ Accounts) Introduction View Counterparty / Bank / Clause / Account List Adding an Item to the Counterparties / Banks / Clauses / Accounts List Modifying a List Item NAB Trade Finance Online Customer User Guide iv

6 Contents Deleting a List Item Viewing Details of the List Item Alerts Create a Submission Alert Create a Calendar Alert Delete an Alert Modify an Alert Report Designer Introduction Load a Report Report Products Introduction Design a New Report Report Columns Introduction Adding Columns to a Report Adding a Computed Field Report Parameter and Filters Introduction Adding a Parameter to a Report Adding a Report Filter Report Grouping and Aggregates Introduction Adding an Overall Aggregate to a Report Use Report Grouping Save a Report Design Create a Report From an Existing Report Report Maintenance Modify a Report Delete a Report Preview / Export a Report Add or change Report Logo Schedule a Report Modify a Report Schedule Delete a Report Schedule Add a Report Schedule Audit Introduction Viewing Login and Logout Attempts Viewing Product Related Actions Viewing System Feature Actions Viewing Non Product Related Actions Appendix Standard Roles... ii Default Reports...iv Daily Activity Reconciliation Report...iv Export LC Outstanding Report...iv Export LC Payment History By Payment Date...iv Import LC Issuance Activity...iv Import LC Outstanding Report...iv Import Standby LC Outstanding Report... v NAB Trade Finance Online Customer User Guide v

7 Contents Inward Collection Activity... v Inward Collection Outstanding Report... v Outward Documentary Collections Outstanding... v Statuses...vi Transactional statuses...vi NAB Trade Finance Online Customer User Guide vi

8 Introduction

9 Introduction Scope This guide provides instructions for completing common tasks in NAB Trade Finance. This document outlines the following NAB Trade Finance Online products: Import Letter of Credit Export Letter of Credit Shipping Guarantee Financing Request Export Collection Import Collection Issued Standby LC. This document also outlines the following non-product-related modules: Reports System Features. How to Use This Guide This guide uses hyperlinking to make navigation and locating related topics quicker. To follow a link, click the hyperlinked text. Any information that is hyperlinked will appear like this. If you want to return to the page in the guide from where you clicked the hyperlink, click Alt and the back arrow key. The guide is divided into four parts: Introduction: Describes how the system works; covers navigation, features of NAB Trade Finance Online and system functions that are common across all products Common Features: Details all features of the system Trade Applications: Briefly describes each NAB Trade Finance Online product and the tasks that can be completed in the Reports and System Features applications Appendix: Reference section that contains support details and appendix items. NAB Trade Finance Online Customer User Guide 2

10 Introduction Users of NAB Trade Finance Online Resources NAB.com.au NAB Trade Finance Online Reference Guides Contains FAQs Short video to demonstrate the system Step-by-step instructions for completing common tasks Help for NAB Trade Finance Online system Clickable button built into NAB Trade Finance Online NAB Trade Finance Online Customer User Guide 3

11 Your Profile Introduction Your profile defines which modules and module options you have access to. Some of the information in this guide may not be relevant to your company or role. Your profile is made up of the roles assigned to you, your authorization level and your entity/company. Roles The roles you are assigned defines which functions you are permitted to carry out and which products you have access to. Authorization Level Your authorization level defines the group you belong to. There is an authorization matrix that defines the monetary limits your group is allowed to process. When you try to submit a transaction to the bank that you do not have the required authorization for, your transaction will be saved but not submitted. When you have insufficient authorization to submit a form, you will receive an insufficient privileges message similar to the following: The error message will change depending on the form you try to submit. There are a few reasons why you may not be able to submit a transaction: Your role is NAB Connect General User only NAB Connect Authorised Users have the ability to authorise a transaction. Your authorization level may not be permitted to authorise the particular product or the amount you are trying to submit. The transaction may require more than one authoriser. Your authorization level and a set of standard roles are assigned to you when your profile is created. Your company's administrator can change the roles assigned to you and change your authorization level. NAB Trade Finance Online Customer User Guide 4

12 Your Profile Entities All users of NAB Trade Finance Online are assigned to an entity. Your company has at least one entity. An entity is the name of your organisation or that of your organisation's related companies or subsidiaries. Entities (previously known as divisions) are related companies that can be added to NAB Trade Finance Online allowing you to lodge trade transactions under your company organisation or related entity names. When your company has more than one entity you may have access to create or receive trade transactions under more than one entity name including that of the parent organisation. When you create a trade transaction the name of your entity and the entity's ABN appears on the trade documentation generated by the system. When your profile has more than one entity, you will be required to select which entity you are creating the transaction for. Entities: are used by customers to raise transactions for separate yet related groups of companies allow customers to be able to access group reporting across both the parent and subsidiary entities as well as allowing users targeted access to certain entities. Note: To support NAB Trade Finance Online's global structure, if your company belongs to a parent company, your company may need to be assigned to its parent organisation in NAB Connect. This may result in a small percentage of NAB Connect customers being issued with two or more tokens in order to access their NAB Connect services. NAB Trade Finance Online Customer User Guide 5

13 Logging into NAB Trade Finance Online Introduction NAB Trade Finance Online is an application available through NAB Connect. You will need a NAB Connect User ID and password or token to log into NAB Connect before you can access NAB Trade Finance Online. Login 1. Access NAB Connect through the NAB home page 2. Select NAB Connect from the services menu. 3. Click the Login button. The NAB Connect login screen displays. NAB Trade Finance Online Customer User Guide 6

14 Logging into NAB TFO 4. Enter your User ID and Password. Token Note: If you have been issued with a token, you will add the password generated into the password field. If not, use the password that you have been provided. 5. Click the Login button. The NAB Connect services menu displays. Note: If you have problems logging into NAB Connect please contact the NAB Connect support team. NAB Trade Finance Online Customer User Guide 7

15 Logging into NAB TFO 6. Select Trade finance from the Additional services drop-down menu. The Launch Trade finance system screen displays. 7. Click the Launch Trade finance application button. The NAB Trade Finance Online home page displays. NAB Trade Finance Online Customer User Guide 8

16 Logging into NAB TFO NAB Trade Finance Online Customer User Guide 9

17 Common Features

18 Home Page Introduction The home page is customised to your profile. Products that you do not have access to or functions that you cannot carry out will not display. The following is the home page of a customer who has access to all NAB Trade Finance Online modules. You can click on the Return to NAB Connect Home button at any time to return to the NAB Connect screen. This will end your NAB Trade Finance Online session and all unsaved data will be lost. Home Page Home Page Panes You can access/view the following NAB Trade Finance Online features from the home page. 1. Tasks 2. Product Codes 3. Trade Calendar 4. Trade Events 5. Outstanding Amount NAB Trade Finance Online Customer User Guide 11

19 Home Page Tasks The Tasks pane allows you to view tasks that are available for you to complete. Tasks can only be created from within a transaction and are therefore transaction specific. Clicking on the system ID will direct you to the transaction that has the task associated to it. For more information refer to the Tasks section. Product Codes You can differentiate between products by viewing the first two letters of the System ID. The following table defines which two letters represent each product. Note: The System ID should not be confused with the Bank Reference number which is generated when a transaction is approved. System ID LC EL SI SG TF EC Product Type Letter of Credit Export Letter of Credit Issued Standby Letter of Credit Shipping Guarantee Financing Request Export Collection NAB Trade Finance Online Customer User Guide 12

20 Home Page Module Menu The Trade Applications menu lists the products and applications that are available to you. The modules and applications available will depend on your company and your role. Clicking on a product from this menu opens a list of options available for the product. You will notice a product introduction screen that provides an overview of the functions available for the product. NAB Trade Finance Online Customer User Guide 13

21 Home Page Trade Calendar The Trade Calendar provides you with a front-end view that tracks key dates for your company's international trade transactional events, custom events related to your company or private events that you have created. Hover over an event to see more details. For more information refer to the Trade Calendar section. Trade Events The Trade Events pane contains three sections: Today Last Pending Transactions Last Notifications NAB Trade Finance Online Customer User Guide 14

22 Home Page Today Displays a summary of all the events of the current day. This view includes NAB Trade Finance Online transactional events and any custom events manually added by a user in your company. Clicking on the Today link opens the daily calendar view. Clicking on the system ID opens the transaction in history mode. Refer to the Viewing Transaction in History Mode section for more information. NAB Trade Finance Online Customer User Guide 15

23 Home Page Last Pending Transactions The Last Pending Transactions pane lists the five most recent incomplete or draft transactions that your company has created. Clicking on the system ID will open the transaction so that you can continue work on it or submit it. Pending transactions are: transactions that have been initiated but have not been submitted to the bank transactions that have been submitted to the bank but not yet actioned by the bank. Clicking on the system ID will open the pending transaction in the appropriate mode for the selected record. The following table outlines the record types that are visible from the pending transaction list and the result of clicking on a pending transaction. Status Definition When clicked Incomplete Uncontrolled Submitted User has saved the transaction without any attempt to submit it User has attempted to submit the transaction but the submission was not successful because the user had insufficient authorization The transaction has been submitted to the bank but has not yet been actioned Opens the draft record Opens in a non-editable format Opens a pop-up window displaying submitted transaction details Note: Submitted transactions will not appear in the Last Pending Transactions pane, clicking on the Last Pending Transactions link will display a list of all pending transactions including those that have been submitted. Example Clicking on the system ID for the above transaction opens the pending transaction in the draft mode; this means that the pending transaction is incomplete. NAB Trade Finance Online Customer User Guide 16

24 Home Page Last Notifications Last Notifications is a list of the five most recent notifications sent from the bank. A green tick indicates that your request has been approved by the bank and a red cross indicates that the request has been declined. Clicking on the system ID will open the transaction record in history mode. Refer to the Viewing Transaction in History Mode section for more information. Outstanding Amount The Outstanding Amount pane provides a quick summary of your total outstanding values (in base currency) by product. NAB Trade Finance Online Customer User Guide 17

25 Searching and Viewing Transactions Introduction At times you will need to search for a specific transaction from the Trade Portal. This section outlines the different search types. Generally, if you are trying to locate a transaction related to a product that is established and approved by the bank you will conduct an inquiry. If you are searching for a transaction that has not yet been sent to the bank or has been submitted but not yet actioned by the bank, you will search pending records. Searching Pending Transactions A pending transaction search allows you to view transactions with the following statuses: Status Incomplete Uncontrolled Submitted Description The transaction was saved but no attempt was made to submit the draft. The input user clicked the Submit button but did not have sufficient privileges to send it to the bank. The transaction has been submitted to the bank; however, the bank has yet to respond to the transaction. When you want to search for a pending transaction that is older than the five displayed on the home screen you can conduct a pending transaction search. You can conduct this search from any of the product modules which will return all pending records for the product. Example When you click the Pending LCs option from the LC Establishment menu a list of all pending Letters of Credit transactions displays. NAB Trade Finance Online Customer User Guide 18

26 Searching and Viewing Transactions Alternatively, you can conduct a search of all pending records from the Reports Module. The benefit of this search is that all pending records will be returned in the search, irrespective of product type. 1. Click the Pending Transactions option from the Reports module. The List of Pending LC transactions screen displays. NAB Trade Finance Online Customer User Guide 19

27 Searching and Viewing Transactions Each pending transaction will have one or two functions available, depending on the status of the pending transaction. Function Modify Details Locked Use Open the record in edit mode so you can change or add details. This icon will display when the pending transaction is Incomplete. Open a pop-up window displaying the event details of the record. This icon is available for records that have already been submitted to the bank so you can review what has been sent. Open the transaction record in non-editable form. This icon will display when the pending transaction is uncontrolled. Modify a Pending Transaction 1. Click the icon. The Open Draft screen displays. Note: You can also open a draft record by selecting the retrieve draft option from the product establishment menu. NAB Trade Finance Online Customer User Guide 20

28 Searching and Viewing Transactions From this screen you can: Make changes to or add details to the draft. Assign a task to the user who saved the record or create a public task related to this record. Refer to the section on Tasks for more information. Submit the record if the form is complete and you have the required authorization. Refer to the Submitting a Form section for more information. View Submitted Transactions Event Details 1. Click the icon. The Event pop-up window displays. NAB Trade Finance Online Customer User Guide 21

29 Searching and Viewing Transactions Viewing Attachments You will have to open the details of a transaction to see if there are any attached files. You can open or save an attached file by clicking on the attachment link. Review Unsigned Pending Record 1. Click the icon. The Open Unsigned Import Letter of Credit Screen displays. Note: You can also open an unsigned record by selecting the retrieve unsigned option from the product establishment menu. NAB Trade Finance Online Customer User Guide 22

30 Searching and Viewing Transactions From this screen you can: Review the unsigned record. Submit the unsigned record if you have the required authorization. Refer to the Insufficient Authorization to Submit a Form section for more information. Assign a task to the user who submitted the record or create a public task related to this record. Refer to the section on Tasks for more information. Conducting an Inquiry Conducting an Inquiry allows you to view information on transactions that have been processed and approved by the bank. You can conduct this search from any of the product modules which will return all approved records for the product. An Inquiry allows you to view transactions with the following statuses: Status Issued Amended Updated Meaning 'Issued' is the state of a request after its successful initiation. 'Amended' is its state after an amendment has been applied. 'Updated' is the generic state generally given by the bank as a follow-up to a free format message transaction. An inquiry will not allow you to view rejected transactions. To view rejected transactions you can: Click the 'Copy from existing' menu option. Refer to the Copy from Existing section for more information. Click the Maintenance menu. Refer to the Maintenance section for more information. NAB Trade Finance Online Customer User Guide 23

31 Searching and Viewing Transactions Note: The list of transactions will not display until you have entered search criteria and clicked Search. Alternatively, you can conduct a search of all existing records from the Reports Module. NAB Trade Finance Online Customer User Guide 24

32 Searching and Viewing Transactions 1. Click the Inquiry option from the Reports module. The Inquiry List of Transactions screen displays. Entering Search Criteria When a list has the potential to be long, as with the Reports Inquiry function, the list is not displayed until you have entered search criteria and clicked Search. The search criteria fields represent the most important fields for the transaction type you are searching. If you want to view the entire list, enter an asterisk (*) in any of the search fields and click the search button. You can use the column sort icon to toggle between ascending and descending order. NAB Trade Finance Online Customer User Guide 25

33 Searching and Viewing Transactions When conducting an inquiry, you can view the details of a transaction and you can view the whole set of transaction(s) related to an individual product. The following table lists the functions available from the Inquiry List of Transactions screen. Function Use Open a pop-up window displaying the details of a transaction. Details History Display a list of all events that have occurred to the transaction. This provides a complete history of the transaction. Note: You can view a transactions history by clicking the system ID from the Last Notifications link on the home page. You can export the list of transactions to a range of different file formats. The CSV or Spreadsheet option allows the flexibility to manipulate the data or import it into another system such as accounting software. 1. Select the format that you want to use to export the file from the Output Format dropdown menu. Definition of Output Types Output option Screen Format 'Screen' (default) returns the list of matching records on screen. Select when you do not want to export list. NAB Trade Finance Online Customer User Guide 26

34 Searching and Viewing Transactions CSV Spreadsheet 'CSV' downloads the list to your computer as comma-separated values text file. 'Spreadsheet' downloads the list as a Microsoft Excel compatible file. 1. Click the Search button. The File download pop-up window displays. 2. Open or save the file as per your usual process. Viewing Transaction in Details Mode 1. Click the Details icon. The event pop-up window displays. NAB Trade Finance Online Customer User Guide 27

35 Searching and Viewing Transactions 2. Click the close pop-up button to return to the Inquiry List of Transactions screen. Note: This view displays the master file. This consolidated view of the transaction record is a quick reference and may not be complete. To view the various events that make up the file (the whole set of transaction(s) related to an individual product), you need to view the file history. The system distinguishes between: transactions (the individual messages that pass between client and bank) masters (the master file describing the product, in its latest state). Example A client initiates a Letter of Credit, creating a transaction. When the bank approves it, a master is created. If the bank subsequently sends a message changing the amount, a new transaction is created and the master is updated. The master always reflects the latest state of a file. Viewing Transaction in History Mode 1. Click on the History icon of the record you want to view. The Inquiry History screen NAB Trade Finance Online Customer User Guide 28

36 Searching and Viewing Transactions displays. Note: If you want to export the history select the output format and click the export icon ( ). 2. Click the release date to view details of each event. The event pop-up window displays with full details of the event. The information displayed will vary according to the event type you open. From this screen you can: Review the event details. Review the tasks related to the record. This record is locked so no new tasks can be created. Refer to the section on Tasks for more information. NAB Trade Finance Online Customer User Guide 29

37 Initiating a Form Introduction NAB Trade Finance Online operates using online forms. You will populate forms to submit product requests to the bank. The fields in a form change depending on the product. This section covers the various ways that you can initiate or open a form. Not all options are available for every product. The LC Establishment product is used throughout this section to illustrate functionality. The process is the same for other products when the initiation option is available. Opening a Form You can open a blank form to populate or you can select one of the options that allows you to open a form that contains some prepopulated information. The various ways to initiate / re-open a transaction are as follows: Create New From Template Copy From Retrieve Draft Retrieve Unsigned This option allows you to create and submit a new request from a blank form. This option allows you to create a request from a template. This option allows you to create a request from an existing product of the same type. This option allows you to continue working on a transaction that you or another user has started and saved. This option allows you to retrieve transactions completed by another user that require further checking and authorization before submission to the bank. Create New 1. Click the Create New option. A blank form opens for the product you selected. NAB Trade Finance Online Customer User Guide 30

38 Initiating a Form From Template 1. Click the Template option. The List of Templates screen displays. The exact name of the screen will depend on the product for which you are creating the template. 2. Select the template that you want to create an LC request from. The Create a New Import Letter of Credit from a Template screen displays. Note: You can enter the template's reference or description to narrow the list. NAB Trade Finance Online Customer User Guide 31

39 Initiating a Form The prepopulated fields will vary according to your template. Refer to the Create a Template section to find out how to create a template. Copy From Existing The Copy From function can save you time by allowing you to create a new request from an existing transaction. An example of use is when you want to re-work a rejected request. If your request was declined, the bank will have advised as to why this decision was made. It may be due to errors in the original request. By creating a new request based on the not-processed form, you can save time by rectifying the errors in your original form. 1. Click the Copy From option. The List of Existing (product type) screen displays. The exact name of the screen will depend on the product for which you are creating the template. 2. Enter any or all of the details into the search criteria. 3. Click the Search button. Existing transactions that match the search criteria will display. NAB Trade Finance Online Customer User Guide 32

40 Initiating a Form Note: The list will only contain your company's existing requests that have been acknowledged by the bank. The bank reference field will contain the bank reference of the existing transaction or it will display 'not processed' for rejected transactions. 4. Click on the System ID to select the required transaction from which to base a new request. When you choose a rejected transaction to create a new request from the Create New (product type) from Not-issued Record screen displays. The prepopulated fields will vary according to the existing transaction. When you choose an issued transaction to create a new request from the Create New (product type) from Existing Record screen displays. The prepopulated fields will vary according to the existing transaction. Retrieve Draft The Retrieve Draft option allows you to continue working on a transaction that you or another NAB Trade Finance Online Customer User Guide 33

41 Initiating a Form user has started and saved. Clicking the Retrieve Draft option displays a list of draft records. A draft is a record: that has been prepared and saved by yourself or another user that has not been submitted to the bank for which no submission attempts have been made (if a record has undergone a submission attempt it can be retrieved using the retrieve unsigned function) that has a transactional status of incomplete. This status is assigned when a user has saved a form with no attempt to submit it. Example When you click Retrieve Draft from the Import Letter of Credit menu, the List of Draft Import Letters of Credit screen displays. NAB Trade Finance Online Customer User Guide 34

42 Initiating a Form 1. Click the System ID of the draft you want to open in order to continue work on a transaction that was previously saved. The draft Import letter of credit opens. From this screen you can: Make changes to or add details to the draft. Assign a task to the user who saved the record or create a public task related to this record. Refer to the section on Tasks for more information. Submit the record if the form is complete and you have the required authorization. Refer to the Submitting a Form section for more information. NAB Trade Finance Online Customer User Guide 35

43 Initiating a Form Retrieve Unsigned This option allows you to retrieve transactions completed by another user that require further checking and authorization before submission to the bank. You can only submit a transaction if you have sufficient authorization to do so. Refer to the Submitting a Form section for more information. 1. Click the Retrieve Unsigned option. A list of unsigned records displays. From this screen you can: Submit an unsigned record if you have the required authorization. Bulk submit unsigned records if you have the required authorization. Select an unsigned record to view. NAB Trade Finance Online Customer User Guide 36

44 Populating a Form Introduction This section covers the common features when populating a form. It covers the following: Mandatory Fields Moving Between Fields Displaying Fields Selecting Tabs Retrieving Details from a List Entering Amounts Entering Dates Adding Attachments Help Module Locating Field Description Information Mandatory Fields Mandatory fields are marked with a red asterisk. A field may not be mandatory; however, if you select certain combinations, it will become mandatory. Example If a credit is available 'by acceptance' the requirement to complete payment terms becomes mandatory. Therefore fields that have become mandatory will not display a red asterisk. When you attempt to submit a form that is missing mandatory fields, you will receive an error message. Often you will need to complete non-mandatory fields to complete a transaction. For example, Incoterms are not marked as mandatory but this information is nearly always required for cross border trade transactions. It is recommended that you complete all fields in a form so that the bank has all the information required to process a transaction. Moving Between Fields 1. Click in a field to populate it. NAB Trade Finance Online Customer User Guide 37

45 Populating a Form 2. Use the tab key to move to the next field or you can use your mouse. Displaying Fields At times you cannot see the fields that you need to populate until you have identified that you want to add details. Example The document detail fields are not displayed until you click the Add document link. Selecting Tabs When tabs are visible it is the white tab that is active. You may need to populate fields that are not in the current active tab. For example, you may want to add Additional Instructions. Click the tab that you want to populate. NAB Trade Finance Online Customer User Guide 38

46 Populating a Form The selected tab is activated. You can type directly into the field or save time by clicking the Clauses button to add details that are stored in the system. Retrieving Details from a List When populating forms you can save time by adding details that are stored in the system. The system stores four lists: List Counterparties Banks Accounts Clauses Contents This lists contains details of the parties that you trade with, including beneficiaries of Letters of Credit, applicants of Export Letters of Credit (importers), transportation companies for Shipping Guarantees, or drawees for Export Documentary Collections. This is a list of banks that your counterparties use. They can be, for example, the optional Advising Bank for a Letter of Credit or the Presenting Bank for an Export Collection. This is the list of your company's bank accounts. These are typically specified in a transaction to advise the bank which accounts to debit or credit (for example, for debit of charges and commissions). Clauses are the predefined blocks of text that you can add to a narrative field. These fields appear on many forms. It is important to be clear with the abbreviated name and description of the clauses you create as the list of clauses can become long. NAB has prepopulated some clauses that your company can use. To view the predefined clauses you can click the clauses button from within a form. For information on how to create and maintain these lists refer to the Data Maintenance section of this document. When populating a form you can add details that are stored in one of these lists when you see the following buttons: The location of the Search button will determine if the bank, account or counterparty list is displayed. Note: The Search button is also used to search for a currency code or entity. Customers do not have the ability to modify these list types. NAB Trade Finance Online Customer User Guide 39

47 Populating a Form When you click the Clauses button the clause list is displayed. Example 1. Click the Clauses button to add a comment from the clauses list. A list of clauses stored in the system displays in a pop-up window. NAB Trade Finance Online Customer User Guide 40

48 Populating a Form You can alphabetically sort the items within each column by clicking the column sort icon. You can narrow the list by entering search criteria and clicking the Search button. Note: The list can be long and some clauses may not be relevant to the field you are populating. This is because the list serves as a repository for all clauses and does not vary according to the form you are populating. You may wish to refine the available options by entering search criteria. 1. Click the Abbreviated Name of the clause you want to add. The clause you selected displays in the comment field. Note: You can add more than one clause if required. Entering Amounts The first section of any amount field is for the currency code. If you know the currency code, you can enter it directly. If you need to you can search for the code. Click the Search button from the Amount field. The Select Currency pop-up window displays. Locate the currency from the list. NAB Trade Finance Online Customer User Guide 41

49 Populating a Form Note: You can enter the currency name; for example, New Zealand dollar, and click Search to locate a specific currency code. Click the ISO Code of the currency you want. The currency code displays in the amount field. The second section of any amount field is for the currency amount. Amounts can be entered with or without commas. The system will add commas and decimals automatically. Example Entering: automatically becomes: Entering Dates Dates must be entered in the DD/MM/YYYY format. Dates can be entered with or without separators as the system will add separators automatically. Example Entering: automatically becomes: Adding Attachments It may be necessary to attach a document to your form. The maximum file size is 1 MB and only the following file types are permitted: PDF image (JPG, BMP, PNG, TIFF) Microsoft Excel (XLS, XLSX) Microsoft Word (DOC, DOCX). 1. Click the Browse button. The Choose file pop-up window displays. NAB Trade Finance Online Customer User Guide 42

50 Populating a Form 2. Choose the location of the file you want to attach. 3. Click the Open button. The name of the file displays in the Browse field. Note: If you select a file to attach that does not conform to the file types or size permitted, you will receive the following error message when you try to save or submit the form: Help Module The inbuilt help module contains information on how to populate each field in a form. 1. Click the Help Module from the Trade Applications Module list. A list of Help Topics displays. NAB Trade Finance Online Customer User Guide 43

51 Populating a Form 2. Select the relevant product or topic. A help screen displays. Note: You can access the Help menu when working on a transaction by clicking the Help button. NAB Trade Finance Online Customer User Guide 44

52 Populating a Form Locate Field Description Information 1. Click the Help button from the top right corner of the screen. The help menu relevant to the current screen displays. Note: The help menu is dynamic and will display information that is relevant to the current screen. When you want to view field description information ensure that the field is on screen when you click the Help button. 2. Click the link that is relevant to the field information you want to view. The field description table displays. NAB Trade Finance Online Customer User Guide 45

53 Populating a Form 3. Click the close window button to return to the form. NAB Trade Finance Online Customer User Guide 46

54 Closing a Form Closing a Form There are a set of action buttons at the top of every form, which can include the following: Save Submit Template Cancel. Not all options are available for every product. Saving a Form Saving a form allows you to save the form without submitting it so that you or another user can retrieve the form and continue to populate it. 1. Click the Save button. The save confirmation pop-up window displays. 2. Click the OK button. The save confirmation screen displays. You can now log out or continue with another task. Note: If a form had an attachment when it was saved, the attachment is removed and will need to be added again before the submit action is performed. Submitting a Form When you have completed a form you can submit it. 1. Click the Submit button. The attempt submission pop-up window displays. NAB Trade Finance Online Customer User Guide 47

55 Closing a Form 2. Click the OK button. The Submit confirmation screen displays. You can now log out or continue with another task. Incomplete Mandatory Fields Error Message If you attempt to submit a form that is missing system mandatory or process mandatory fields, you will receive the following 'mandatory fields missing' error message. 1. Click the OK button; the first missing field in the form displays. 2. Populate the field. 3. Click the Submit button. The submit confirmation screen displays. Note: You will receive the same error message each time you attempt to submit the form until you have completed all the mandatory fields. Insufficient Authorization to Submit a Form When you have insufficient authorization to submit a form, you will receive an insufficient privileges message similar to the following. It will change depending on the form you try to submit. There are a few reasons why you may not be able to authorise a transaction: Your role is NAB Connect General User only NAB Connect Authorised Users have the ability to authorise a transaction. Your authorization level may not be permitted to authorise the particular product or the amount you are trying to submit. NAB Trade Finance Online Customer User Guide 48

56 Closing a Form The transaction may require more than one authoriser. For information on user authorization, refer to the Jurisdiction Maintenance section. Create a Template You can create a template from an existing form so that you do not have to re-enter common details. Not all fields in a saved template will store the information; for example, instructions to bank or currency amounts will not save in a template. Note: The Template ID field is mandatory when you are creating a template. Make this field as meaningful and logical as possible so that you can easily identify your template from the list of templates. 1. Click the Template button. The save as template confirmation pop-up displays. 2. Click the OK button. The Save Import Letter of Credit as a Template screen displays. You can now log out or continue with another task. The template is now available to be used when you choose to initiate a form from a template. Cancelling a Form Use this function when you do not want to save any details that you have entered in a form. 1. Click the Cancel button. The leaving current page confirmation pop-up displays. NAB Trade Finance Online Customer User Guide 49

57 Closing a Form 2. Click the OK button. The main menu displays. Note: If you cancel a form without saving, the form details will be deleted. If the form has been saved, cancelling the form will delete the changes that have been made since the last save. NAB Trade Finance Online Customer User Guide 50

58 Submitting Unsigned Records Retrieve Unsigned 1. Click the Retrieve Unsigned records option. A list of unsigned records displays. Submitting Unsigned Records 2. Select the checkbox of the Unsigned Record(s) that you want to submit. If you want to view the record prior to submitting it refer to the Viewing Unsigned Records section. 3. Click the Submit button. The Submit Multiple Records screen displays. Note: You can only submit multiple records if you have sufficient authorization in your profile to submit each individual record you have selected. NAB Trade Finance Online Customer User Guide 51

59 Submitting Unsigned Records The Submit Multiple records screen displays a list of the submitted records and a refreshed list of unsigned records. Viewing Unsigned Records 1. Click the Retrieve Unsigned records option. A list of unsigned records displays. 2. Click on the system ID from the system ID column of the unsigned record that you want to open. The Open Unsigned Record screen displays. NAB Trade Finance Online Customer User Guide 52

60 Submitting Unsigned Records The unsigned record opens in a non-editable mode. From this screen you can: Review the data and submit the form providing you have the required authorization. Assign a task to the user who saved the record or create a public task related to this record. NAB Trade Finance Online Customer User Guide 53

61 Creating Bank Messages Message to Bank Process When a product request is approved by the bank you can send messages to the bank that are specific to the existing transaction. Message to Bank Options Message to bank options From Existing Product This option allows you to create a message from an existing product. Example: Selecting the From Existing EL option allows you to send a message related to an existing Export Letter of Credit. Retrieve Draft Retrieve Unsigned Complete a message that you or another user has already started and saved. Complete a message that you or another user has already started but was unable to submit. Creating a Message to the Bank 1. Select the Trade Application product that you want to send a message to the bank about. In this example we will use the Import Letter of Credit product. 2. Click the relevant option. In this example we will use the From Existing LC option. The List of Existing Import Letter of Credits screen displays. The following table outlines the menu options that allow users to create bank messages for each product. NAB Trade Finance Online Customer User Guide 54

62 Creating Bank Messages Product Menu Options Import Letter of Credit Message to Bank From Existing LC Export Letter of Credit Generate Documents/Message to Bank From Existing EL Shipping Guarantee Update SG From Existing SG Financing Request Update TF From Existing TF Export Collection Update EC From Existing EC Import Collection Message to Bank From Existing IC Issued Standby LC Message to Bank From Existing SI 3. Enter any or all of the details into the search criteria. Search criteria fields Field System ID Entity Bank Ref Beneficiary Ccy Description Unique reference number generated by Misys Trade Portal Entity that made the application Reference assigned to this transaction by the Issuing Bank when the bank acknowledged its original initiation Name of the beneficiary Currency code (three alphabetic characters) Note: You can use the * wildcard character to return all existing transactions in your search. 4. Click the Search button. The List of Existing Import Letters of Credit screen displays. NAB Trade Finance Online Customer User Guide 55

63 Creating Bank Messages 5. Select the transaction that you want to send a message about. The Create a Free Import Letter of Credit Format Message screen displays. NAB Trade Finance Online Customer User Guide 56

64 Creating Bank Messages General Details of a Bank Message If you want to view the details of the transaction you are sending the message about, click the details icon from the General Details section. Populating Text of a Bank Message 1. Enter your message to the bank in the free format message field. Note: You can click the Clauses button to add Free Format Message details from the clauses list. Refer to the Retrieving Details from a List section for more information. Attach Supporting Documents to a Bank Message You can upload a file to give additional details pertaining to this message. Refer to the Adding Attachments section for more information. 2. Click the submit button to send your message to the bank. NAB Trade Finance Online Customer User Guide 57

65 Tasks Introduction There are three task types: Private task created, maintained and visible only to the user who created it. Public task visible to all users of the same entity as the task creator. Assigned task assigned to a specific user and only visible to the task creator and the user the task is assigned to. The Ongoing Tasks section contains: tasks you have created for yourself (private task) tasks that another user has assigned to you (assigned task) tasks available for any user to complete (public). After a task is marked as 'completed' it disappears from this list. The Ongoing Tasks list does not show comments. To view completed tasks and task comments you will need to access Task Monitoring from the Reports menu. Refer to the Task Monitoring section for more information. Viewing a Task 1. Click the system ID of the task you want to view. 2. Click the maximise button in the title bar to open the task window. The task window displays. NAB Trade Finance Online Customer User Guide 58

66 Tasks Note: You can view any task list by maximising the task window within a transaction. Viewing all Tasks 1. Click the Reports option from the Trade Application menu. The Reports Module menu displays. 2. Click the Task Monitoring option from the Reports module. The Task List screen displays. Note: The list defaults to the current date. To view older tasks you need to manipulate the date range. You can enter search criteria to narrow your results. 3. Click the Search button to refresh your search results. The Tasks matching your search criteria display. NAB Trade Finance Online Customer User Guide 59

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