Cofanet NOA Functionality

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1 Cofanet NOA Functionality Contents Welcome Page... 2 View a list of NOAs... 2 Entering a new NOA... 3 Updating an NOA submitted via Cofanet...10 Creation of New Buyer in Cofanet

2 1. Welcome Page From this page you have the following options in respect of Notifications of Overdue Account ( NOA ) View a list of overdue accounts that have previously been notified via Cofanet; Create a new NOA on one of your customers; Modify an NOA that you have previously submitted via Cofanet. 2. View a list of NOAs Select the Portfolio tab and then click Overdue Accounts. This will provide you will a full list of those customers on which you have submitted to Coface via Cofanet. 2

3 3. 4. Entering a new NOA You have two ways of searching for the customer on which you want to submit an NOA: Select Search and then enter the details in one of the fields ensuring you have selected the correct country of your customer. You are also able to choose a customer from your Limit Portfolio which can be found by selecting Portfolio and clicking List of Companies. Once you have entered the details and clicked search, Cofanet will return a match or the closest match/es depending on the level of detail entered. You can then select the correct customer from the list produced. 1 If your customer cannot be found in the database you may be required to create a new company in Cofanet. Please refer to page 1 It is your responsibility to ensure that you select the correct customer in Cofanet. Coface cannot accept any liability if you select the wrong customer. 3

4 Once you have selected the customer, you will be presented a number of options on the left-hand side of the screen. The options available may depend upon the type of product you have with Coface. To submit a new NOA click on the Notification of Overdue Account link. If this is a new NOA, then you must select New Claim Case. 4

5 Enter a reference number that will enable you to easily identify the case, e.g. your internal account number, etc. You will then be asked to verify the address of your customer. The address shown will invariably be the registered office and this may not necessarily be the trading address. If your customer trades from an address that is different from the one shown or you invoice a different address, you must enter the additional address. This will enable us to identify the customer and in the event that Coface is collecting ensure that we send all correspondence / documents to the correct address; thereby avoiding any delays in the collection action. To do this select on the radio button which states No, the invoice address is different : 5

6 You will then be asked if the lead insured has issued the invoices or whether another associate company has done so. If an associate company has issued the invoices please select No, the invoice issuer is different and enter the details of the invoicing company. 2 Then you must enter your contact details. Please ensure you complete all fields. You must then advise whether you are notifying a case covered by your credit insurance policy or one that is uninsured but you would like Coface to intervene in the collection of the debt. 3 To request intervention on a case please select Uninsured Debt 6 2 Please note that for associate companies to be insured on your policy, the company must be endorsed to the policy. If you are in any doubt please contact the Customer Relations Team on Please refer to your Policy documents for confirmation of the charges applicable to collection action undertaken by Coface.

7 You must then select the reason for the notification. There are five options from which to choose: Commercial or Technical Litigation (Dispute) Financial Difficulties (i.e. overdue account) Insolvency Non-Transfer of Funds/Political Risk Other (e.g. adverse information, returned cheques, etc) You must then decide whether or not you require Coface intervention. Intervention in the case of a notification of dispute is not covered within the scope of your insurance policy and will be subject to additional charges. 4 Intervention in the case of an undisputed notification of overdue accountor other may be covered within the scope of your insurance policy Please contact a member of the Collections Team on who can advise you on the potential costs of pursuing a disputed case. 5 Please check the full terms and conditions of your insurance policy for confirmation on coverage.

8 Intervention in the case of an insolvency means you wish Coface to consider the matter as a claim; therefore you must select YES if you wish to submit a claim to Coface. If you choose no intervention, Coface will not commence collection action or begin the claim assessment process. You will be required to submit an update to the notification should you want to request intervention (see below). Once you have selected YES to intervention then you have the option of adding an alternative contact in respect of the intervention stage. At this point you must enter details of all invoices which you wish to notify Coface of under your insurance policy. 6 It is important to note that you must enter the invoice value in the Amount box exclusive of any VAT or taxes (i.e. the net value). The VAT must be entered separately in the Taxes box. 8 6 This may not be all invoices outstanding on the customer s account. It may just be the invoices which are reportable based on the specific terms of your policy. If in doubt please contact a member of the Customer Relations Team on

9 You can then add details of any payments or credit notes raised. The value entered in the Amount box should be the gross amount (i.e. inclusive of VAT). When entering payments or credit notes you are given the option of allocating them against specific invoices. 7 Once you have completed inputting the invoice and payment details you have the opportunity to provide any additional information / comments on the case. 9 7 When assessing the NOA / claim, Coface will apply all recoveries against the earliest outstanding debt first.

10 Where you are requesting Coface intervention, you must use the Comments box to provide full details of any action taken prior to submitting the NOA to Coface. This will ensure that Coface takes the appropriate course of action without duplicating action already taken by yourself. In the case of insolvency please use the Comments box to advise Coface of any action taken to mitigate the loss (e.g. Retention of Title) where applicable. When you have completed the Comments section please click the Submit button. You will then see the confirmation screen below containing a unique reference number for your records. 5. Updating an NOA submitted via Cofanet After the intital submission of an NOA, if you need to add additional invoices, credit notes or simply notify Coface of a payment on the case you can do so by locating the original notification. To do this select Portfolio and click on Overdue Accounts. This will show all NOAs you have entered via Cofanet. Click on the NOA which you wish to update. 10

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12 Click on the link New Additional Request You can then amend the NOA including the following: Requesting intervention where you have previously selected no intervention; Adding further invoices; Adding payments; Amending contact details. 12

13 6. Creation of New Buyer in Cofanet If your search does not locate your customer based on the details your have entered then you should recheck the details entered or add additional information into another of the available fields. 13

14 If your extended search still does not locate your customer you can create a new company in Cofanet for validation by the Coface Information Team. Please enter the full details of your customer and click Create. 14

15 Coface Infoline will then validate the existence of the buyer and allocate a 7. Bulk Invoices Import You can import NOA invoices from the invoices template available in the actions box or from a CSV file in a defined format described in the rest of the document. Please note that currently the number of invoices cannot exceed 100. Import from template 7.1. Invoices Template The template is available on a new claim case or an additional one. : Click on «invoices template» in order to open an excel file: You can select the language by clicking on the cell under «language»: 15

16 Specific help is available on each cell After having entered the invoices click on Update the file name and save it on your desktop in CSV format Import of the CSV file In the invoices input screen, select your file: And click on In case of error when the invoices are uploaded, the data are framed in red and an error message can be displayed by placing the curser on the data. After the import, you can Add invoices (the limit is 100 invoices ) Click on next to access the payment form. 16

17 8. Creation of a CSV import file If you do not want to use the invoices template, you can create a CSV file described as follows: 8.1. File structure Here is the invoices file import structure: Type ; Reference ; Date ; Due Date ; Currency ; Amount ; VAT Type : This is the type of the invoice. The value must be a code from the following list: Type of invoice Agios Invoice Penalty for late payments Outstanding balance on invoice AG IN PLP OUB Code Reference : The invoice reference Date : Invoice date issue Format: day/month/year Due date: Invoice due date Format: day/month/year Currency : Invoice currency Amount : Invoice total amount (all taxes included) in the currency previously set VAT : Invoices total taxes in the currency previously set All the fields are mandatory. 17

18 Here is a valid CSV file for the invoices import: 8.2. Invoices CSV file import Please see the section 7.2. To be noted: If the file structure is not as described above, the file will not be imported and an error message will be displayed. 9. Payments import You can import NOA payments from the payment template available in the actions box or from a CSV file in a defined format described in the rest of the document. The number of invoices cannot exceed Import from template Payment Template The template is available on a new claim case or an additional one. : Click on «payments template» in order to open an excel file: 18

19 You can select the language by clicking on the cell under «language»: A specific help is available on each cell After having entered the payments click on Update the file name and save it on your desktop in CSV format Import of the CSV file Please see the section Creation of a CSV import file If you do not want to use the payments template, you can create a CSV file described as follows : File structure Here is the invoices file import structure: Type ; Reference(s) ; Date ; Currency ; Amount Type : This is the type of the facture. The value must be a code from the following list: Credit Note Settlement Type of payment CN SE Code 19

20 Reference(s) : One or more reference(s) from an invoice previously created. If multiple references are set, separate them by a coma. Date : Payment date Format: day/month/year Currency : Payment currency Amount : Payment amount in the currency previously set All the fields are mandatory. Here is a valid CSV file for the payment import Payment CSV file import Please see the section 7.2. To be noted: If the file structure is not as described above, the file will not be imported and an error message will be displayed. 20