ON-LINE FACTORING INSTRUCTION GUIDE

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1 ON-LINE FACTORING INSTRUCTION GUIDE

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3 1. WHAT IS ONLINE FACTORING? ACCESSING THE SERVICE 2. MENUS ASSIGNOR S SECTION 2.2. PROFILE Your credit lines Settlement account Debtors credit lines Search assigned accounts Notification documents Issued to assignor 2.3. ACTIONS Assignements - Interactive upload Uploading - Upload account Browse 3. OTHER TOOLS DOCUMENT MANAGEMENT 3.2. PASSWORD CHANGE 3.3. COMMUNICATIONS 3.4. LOGOUT 4. GLOSSARY 17

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5 1. WHAT IS ONLINE FACTORING? Online factoring is a free service offered by Banca Sistema, allowing customers to view the key data of their factoring accounts online. They can also submit new portfolios of accounts. Customers can access the online factoring service at their convenience, using the website business.bancasistema.it 1.2. ACCESSING THE SERVICE To view data, customers will require a user name and password, known only to the customer. Passwords must be changed after the first visit. The freephone number is available for customers requiring assistance. It is operational from Monday to Friday, 8:30 am to 6.00 pm. 5

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7 2. MENUS The following menus are available at the top left of the screen: Assignor s section Document management Password change Communications To make analysis and browsing easier, data can be saved and exported on permanent supports in various formats: excel, html, xml ASSIGNOR S SECTION This section includes an information section: Browse, where customers can view and export summary and detailed information about their factoring accounts. This menu item may also include an Actions section, where customers can send the assigned accounts to the Bank. 7

8 2.2 INFORMATION PROFILE The following menu items are available in the Browse section: Your credit lines Settlement accounts Debtors credit lines Search assigned receivables Notification documents Issued to assignor YOUR SETTLEMENT ACCOUNT DEBTORS SEARCH ASSIGNED ACCOUNTS NOTIFICATION DOCUMENTS ISSUED TO ASSIGNOR The Your credit lines section contains a description of the current factoring services held with the Bank, and a summary of the company s position. By flagging each line, customers can access additional information about: Settlement accounts Debtors credit lines Statistical data or aggregate information relating to accounts assigned during the current and previous years (turnover). 8

9 YOUR SETTLEMENT ACCOUNT DEBTORS SEARCH ASSIGNED ACCOUNTS NOTIFICATION DOCUMENTS ISSUED TO ASSIGNOR The Settlement account section summarises the company s position towards the Bank, and movements during the period, which can be selected using the drop-down menu. The indication of the reason for the movements is optional. YOUR SETTLEMENT ACCOUNT DEBTORS SEARCH ASSIGNED ACCOUNTS NOTIFICATION DOCUMENTS ISSUED TO ASSIGNOR In the Debtors credit lines section you will find a list of the debtors assigned to Banca Sistema. By clicking on each debtor, you can: Search the assigned receivables View the notification documents Statistics YOUR SETTLEMENT ACCOUNT DEBTORS SEARCH ASSIGNED ACCOUNTS NOTIFICATION DOCUMENTS ISSUED TO ASSIGNOR The Search assigned receivables item provides detailed information about the accounts assigned to Banca Sistema. 9

10 By setting certain parameters such as: open or closed accounts (or both), issue date, expiry date, recognised/unrecognised accounts, customers can obtain more detailed searches. For multi-page lists, there is a search function at the top right of the table that gives a list of all accounts on a single page. YOUR SETTLEMENT ACCOUNT DEBTORS SEARCH ASSIGNED ACCOUNTS NOTIFICATION DOCUMENTS ISSUED TO ASSIGNOR The Notification documents section may include a list of the Initial letters for each debtor. YOUR SETTLEMENT ACCOUNT DEBTORS SEARCH ASSIGNED ACCOUNTS NOTIFICATION DOCUMENTS ISSUED TO ASSIGNOR Using the Issued to assignor item, you can view a list of the payment records issued by the Bank. Click on each document to view or save the contents. 10

11 2.3. ACTIONS This section, if present, allows you to upload new portfolios of accounts receivable. It contains the following headings: Manual uploading Upload account Browse INTERACTIVE UPLOAD UPLOAD ACCOUNT BROWSE Using the manual uploading function, customers can input invoices, credit notes or debit notes. The following fields must be completed for each document: customer code - the code used to identify the debtor (provided by Banca Sistema); document issue date; document number; amount; 11

12 document expiry date; mode of payment; currency (indicate EUR for assignments in Euro). For debtors belonging to the Public Administration, the tender ID code (CIG) must also be completed, together with the project code (CUP), for the purposes of cashflow traceability (law no. 136/2010 as amended). To confirm data entry, click on Apply. To upload additional documents, simply repeat the above operations. Use the Change or Delete buttons to modify or delete the documents you have uploaded. To send the account to the Bank, simply click on Send. At the end of the process, a letter summarising the assigned invoices will be generated. This should be printed off, signed and sent to 12

13 INTERACTIVE UPLOAD UPLOAD ACCOUNT BROWSE As an alternative to interactive uploading, accounts can be submitted on the Upload account menu item, which allows you to send multiple documents at the same time, by uploading a single file. The Communications section contains a form to be filled out, and instructions on creating the workflow to be sent to the Bank. INTERACTIVE UPLOAD UPLOAD ACCOUNT BROWSE The Browse section allows you to check the list of assigned accounts and their status. 13

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15 3. OTHER TOOLS 3.1. DOCUMENT MANAGEMENT The Document Management item allows you to select and permanently save the company s payment details and statements of account PASSWORD CHANGE This menu item allows you to change passwords, even after the first visit. Full guidance on password selection can be found in this section COMMUNICATIONS This section contains instructions on how to submit the assigned portfolios, and how to view communications prepared by the Bank LOGOUT Click on Logout to disconnect from the online factoring service. 15

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17 4. GLOSSARY System line: Indicates the type of product chosen by the customer. Account Balance: Indicates the Bank s position towards the customer. Assignment account: Indicates the total assigned receivables not bought by the Bank. Debtor account: Indicates the total outstanding receivables. Accrued balance: Turnover: Indicates the total amount accrued by the customer in a maturity factoring operation. Indicates the total accounts assigned in a given period of time. 17

18 business.bancasistema.it bancasistema.it

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