Straight2Bank Invoice Finance

Transcription

1 Straight2Bank Invoice Finance Client User Guide Import & Export Invoice Finance Version April 2015

2 Overview This guide contains information which will help users navigate and familiarise with the functions in Straight2Bank Invoice Finance modules which may cover either 1. Import Invoice Finance 2. Export Invoice Finance The functions described through out this guide is applicable to both import and export workflows. The functions that are specific to a flow will be clearly highlighted. Before you start, ensure you have all the necessary information below Received your Straight2Bank Group ID and User IDs Activated your Vasco Token (where applicable) Receive adequate information and training on preparation of Invoice/Purchase Order files (preferably file testing done) PC meets the minimum requirements recommended on the next slide Have the relevant Standard Chartered contact numbers in case support is required Note: Help and Contact information for your country can be obtained from the Straight2Bank main site. 2

3 Minimum System Requirements 3

4 Invoice Finance Reports The process for monitoring your Finance is simple. Broadly these are the steps:- Firstly, a one-time activity Login to Straight2Bank Create a template on Info Manager Set Schedule and Delivery Channel Then on a daily basis Login to Straight2Bank OR View Report in Message Centre Receive report in 4

5 Invoice submission and requesting for finance The activities related to Finance Request on Straight2Bank Web is shown below Main Task Create Finance Request Prepare Invoice data Login to Straight2Bank Upload File Create Finance Request Authorise Check Status Batch Document Batching is an optional task. Details provided on slides 28,33-36 Only when there is related Debit and Credit Note (Applicable to Export Invoice Finance Only) Login to Straight2Bank Prepare Debit/Credit Note Submit to Bank 5

6 Table of Content Main Activities (M1-M10) No Subject Slides M1 Login to Straight2Bank 8 M2 Set Up Report in Info Manager (one-time) 9-14 M3 View Trade Report 15 M4 Prepare Invoice Data M5 Upload File to Straigh2Bank M6 View Uploaded Files M7 Transaction Based Vs Batched Based Financing 28 M8 Create Transaction Based Financing M9 Create Batched Based Financing M10 Authorise Finance Request

7 Table of Content Other Activities (O1-O9) No Subject Slides O1 Submit Credit and Debit Notes (for Export Invoice Finance Only) O2 RFF Profile Automation O3 Edit/Complete RFF 56 O4 View All Source Documents 57 O5 View All RFF (Request for Finance) 58 O6 View Amended Documents 59 O7 PO Ledger 60 O8 Invoice Ledger 61 O9 Cancel RFF 62 7

8 Login to Straight2Bank Go to Input the information provided by the bank for o Group ID* o User ID* Login with either a Password or Vasco OTP, depending on your profile 8

9 Set Up Report One Time Activity (1) Mouse Over Trade Finance Reports Info Manager link Click on Create Report link Define the product and sub product Select Product* as Import Open A/c Finance for Import Invoice Finance OR Export Open A/c Finance for Export Invoice Finance Click on Create Report button 9

10 Set Up Report One Time Activity (2) Select the information to view Provide a Report Name and include a Report Description that will help you identify the report. Select value = Document Details In the Available Columns box, select the fields you want in your report and move these into the Selected Columns box. Refer to slide 14 for some sample reports Options provided to rename the fields selected. Under Column Name, select the field and provide a custom name. Click on Rename button Use Sort Order to organise your report fields 10

11 Set Up Report One Time Activity (3) Use Filters to fine-tune the report details Under the Available Criteria box, select the field(s) you want to filter by moving the field(s) to the box on the right Click on Continue button There are a variety of different filter rules that can help you prepare customised report. E.g. if you want a report to show you the new invoices that have been submitted, you can select the Step Code field and filter by NEW value Click Save Report button 11

12 Set Up Report One Time Activity (4) Set report schedule and delivery method For Schedule & Delivery, click the On button Choose a Start Date* and End Date*, by keying in DD/MM/YYYY format or selecting from the calendar Select Frequency* to receive the report, either Daily, Weekly or Monthly Select details of time in the Hour (24 Hrs)* field Select your preferred Delivery Format* in either Excel or CSV Select the Delivery Channel* if you select you must provide an address Click on Save Report button 12

13 Set Up Report One Time Activity (5) Confirm report set up Mouse Over Trade Finance Reports Info Manager link Click on Manage Reports link Ensure the report you have created earlier can be found here. You can Edit the report from this page 13

14 Set Up Report One Time Activity (6) Reason to Create A Report Proposed Column Attributes Filter Suggested Frequency Track New Invoice Submission Transaction Date Deal ID Supplier Name Supplier Doc No Document ID/No Document Date Document Currency Document Amount Due Date Tenor Step Code Step Code = NEW Daily OR Weekly Track Status of Financing for each of the Invoices Transaction Date Deal ID Supplier Name Supplier Document No Document ID Document Date Document Amount Tenor Tenor Start Date Finance Status Code Finance Amount Maturity Date No Filter Daily or Weekly Track Invoices that have been settled Transaction Date Deal ID Document ID Document Date Document Currency Document Amount Finance Amount Finance Status Code Maturity Date Payment Amount Payment Value Date Payment Status Code Payment Status Code = Settled and Part Settled Monthly 14

15 View Invoice Finance Report The RS report will be generated and delivered based on your set up to Straight2Bank Message Centre OR Directly to your box. 15

16 Prepare Invoice Data (1) Overview Bank requires certain invoice information in order to provide Invoice Financing. This includes information relating to your trading partners, data on the underlying trade transaction and in some countries information for sanction checking. The easiest way to provide this information is through a template (S-Trade CSV) that can be uploaded into Straight2Bank. This template has been given to you during implementation. You need to complete the template with your invoice information, save the file and upload the file into Straight2Bank. Refer to slides 17 and 18 if you applying for finance under IMPORT INVOICE FINANCE and slides 19 and 20 if you are applying for finance under EXPORT INVOICE FINANCE 16

17 Preparing Invoice Data with Trade CSV Template (2) For Import Invoice Finance This is a sample Trade CSV Template. Use this template to input your invoice data. A lot of the information will be provided to your during implementation. If you are not sure of the value or format, please contact your implementation manager. Some of the information required can be completed with a fixed set of values while others will change with every invoice. The fixed values are Column A Record Type : Input D always Column C Doc Type : Use 300 for Invoice Column D Sender ID : Input your Straight2Bank Group ID e.g. GSG00111 Column F - Buyer ID : Input your SCB ID e.g Column M - Buyer Name : Input your Company Name e.g. ABC Pte Ltd 17

18 Preparing Invoice Data with Trade CSV Template (3) For Import Invoice Finance This is a sample Trade CSV Template. Use this template to input your invoice information The fields that requires changes are Column B Invoice No : Input the relevant Invoice Number e.g. D Column E Invoice Date : Provide in YYYYMMDD format. Date must be today or before Column G Supplier ID : Input the Supplier ERP ID provided in set up form e.g Column H Currency : Specify the Invoice Currency e.g. SGD Column I - Amount : Provide Invoice Amount e.g Column N Supplier Name : Provide the Supplier Name e.g. SUPPLIER 1 NAME Column P Payment Due Date: Provide the Invoice Due Date in YYYYMMDD. Date must be today or after. 18

19 Preparing Invoice Data with Trade CSV Template (2) For Export Invoice Finance This is a sample Trade CSV Template. Use this template to input your invoice data. A lot of the information will be provided to your during implementation. If you are not sure of the value or format, please contact your implementation manager. Some of the information required can be completed with a fixed set of values while others will change with every invoice. The fixed values are Column A Record Type : Input D always Column C Doc Type : Use 300 for Invoice Column D Sender ID : Input your Straight2Bank Group ID e.g. GSG00111 Column G - Supplier ID : Input your SCB ID e.g Column N - Supplier Name : Input your Company Name e.g. ABC Pte Ltd 19

20 Preparing Invoice Data with Trade CSV Template (3) For Export Invoice Finance This is a sample Trade CSV Template. Use this template to input your invoice information The fields that requires changes are Column B Invoice No : Input your Invoice Number e.g. D Column E Invoice Date : Provide in YYYYMMDD format. Date must be today or before Column F Buyer ID : Input the Buyer ERP ID provided in set up form e.g Column H Currency : Specify your Invoice Currency e.g. SGD Column I - Amount : Provide Invoice Amount e.g Column M Buyer Name : Provide the Buyer Name e.g. BUYER 1 NAME Column P Payment Due Date : Provide the Invoice Due Date in YYYYMMDD. Date must be today or after. 20

21 Preparing Invoice Data with Trade CSV Template (3a OPTIONAL) Sanctions specific e.g. for SINGAPORE This is a sample Trade CSV Template. Use this template to input your invoice information There are some sanction fields required as part of regulation this is country specific Column O Goods Description : Provide clear description of the goods in the invoice Column BH Vessel Name : Provide Vessel or Carrie Name Column CO Port of Discharge : Indicate the Port of Discharge Column CP Port of Loading : Indicate the Port of Loading Column DU Ship Airline : Provide Shipping Line or Air Line Company Name ** The information required for sanction is different for every country, please contact your implementation team to confirm 21

22 Prepare Invoice Data Save File in CSV format (4) One you have validated the information, save the file in your local folder as CSV format. Go to Save As, choose Other Formats Provide a File Name that is easy to identify and choose CSV as the file type 22

23 Prepare Invoice Data Save File in CSV format (5) Click OK when prompted with this message Click Yes when prompted with this message 23

24 Upload Trade Files (1) Mouse Over Trade Finance Transactions Document Manager Utilities Click on Upload File link Select the Upload Non-EDI File link 24

25 Upload Trade Files (2) In Document Format field - select Trade-CSV option Click on Browse button and select the file you have prepared. Click on Open button, and then on the Upload File button A File Upload Succeeded message will appear with a reference for the upload. Click on View Uploaded Files link 25

26 View Uploaded Files (1) Users can view the results of file upload from the hyperlink provided on previous page OR from the main menu of Trade Finance -> Transactions-> View Uploaded File(s) link Click on the hyperlink under File Reference No. to view details Possible File Statuses Submitted Files sent for processing Processed by TDM Files successfully uploaded Rejected Errors during upload Should you see a Rejected status, please contact Straight2Bank customer services for assistance. 26

27 View Uploaded Files (2) User can check that the total number of invoices processed tallies with their original uploaded file 27

28 Transaction Based Vs Batched Based Financing What is the difference? Option 1: Transaction Based Financing. Request for finance (RFF) based on the individual documents In Transaction Based financing, users create finance request based on individual documents. A single RFF can contain many documents (invoices, purchase orders etc) and a loan is created for each individual document. As an example, if you create an RFF with 5 invoices, bank will register each document separately, and 5 loans will be created based on the individual tenors for each document. You will receive separate advices for each of these loans/finance transactions Option 2: Batched-Based Financing. Requesting for finance (RFF) based on a batch of invoices. Invoices need to be batched before the finance request is created. In Batch Based financing, finance is done against a batch of invoices. A batch can contain one or more document. In the same example using 5 invoices, clients will need to batch 5 invoices, and then create the finance request based on the batch created. Bank will register all the invoices in our system and create a single loan based on the batch. There will only be a single advice generated for this loan 28

29 Create Finance Request Mouse Over Trade Finance Transactions Import Finance or Export Finance Click on Create Finance Request link 29

30 Create Transaction Based Finance (1) All the invoices that are available for financing will be displayed u Select Transaction Based to view individual documents available for financing To review details, click on Document No hyperlink To request for finance, click on to select ALL invoices or place check mark next to the individual transaction. You can select transactions across multiple pages Click on the Create RFF button u 30

31 Create Transaction Based Finance (2) A request for finance (RFF) with the invoice(s) selected will be created Summary of the RFF will be displayed. Note: the RFF is saved in DRAFT status, pending further action on this page or when user clicks into the RFF No link. To view details, click on the RFF No hyperlink (details on next page) To amend the RFF content, click on Edit button. To confirm the transaction and make this available for authorisation, click on Complete button Click on Delete button to remove this RFF. When the RFF is deleted, the invoice(s) will be available for again 31

32 Create Transaction Based Finance (3) You can review details of the RFF before completing. Changes can be made to Effective Date* - defaulted to RFF Submission Date, however user can choose an RFF Future Date Finance Requested Currency* - drop down list will contain currency of Invoice and currency of finance set up with the bank Finance Request Amount* - input any amount. The amount is defaulted to maximum finance allowed Client instructions: Input special instructions required for this instruction Attachments- add scanned images or supporting documents if required. To confirm the transaction and make the RFF available for authorisation, click on Complete RFF button Click on Save as Draft button to continue working on the RFF Click on COF for an indication of the funding that will be obtained on this request 32

33 Create Batch Based Finance Batch Documents (1) You will need to batch the individual documents before creating the finance request Mouse Over Trade Finance Transaction Import Finance or Export Finance Click on Batch Document(s) link 33

34 Create Batch Based Finance Batch Documents (2) There are some basic rules for batching which includes Each batch to contain same Trading Partner, Document Type and Currency Documents that have cancelled or deleted status cannot be used The latest document versions will be considered Disqualified documents (e.g. those rejected by bank) will not be eligible for batching again To review details, click on Document No hyperlink To batch, select All or next to individual transaction. Remember the rules for batching Click on Create Batch(es) button Next screen confirms that batch has been created 34

35 Create Finance Request Batch Based (3) You can either create Finance Request from the screen on previous page or through the main menu following slide 25 Select Batch Based to view all the batches that have been created earlier. To review details of the batches, click on Batch Id hyperlink To request for finance, select a batch. You can only create 1 Finance Request for each batch Click on the Create Finance Request button 35

36 Create Finance Request Batch Based (4) Details of RFF Form can be viewed before completing. Changes can be made to Effective Date* - defaulted to RFF Submission Date, however user can choose an RFF Future Date Finance Request Amount* - input any amount. The amount is defaulted to maximum finance allowed Finance Requested Currency* - drop down list will contain currency of Invoice and currency of finance set up with the bank Client instructions: Input special instructions required for this instruction Attachments- add scanned images or supporting documents if required. To confirm the transaction and make the RFF available for authorisation, click on Complete RFF button Click on Save as Draft button to continue working on the RFF 36

37 Authorising Finance Request (1) All Financing request need to be authorised before they are sent to the bank Mouse Over Trade Finance Transactions Receivables Services Click on Authorise link 37

38 Authorising Finance Request (2) Summary of all finance request that requires authorisation will be displayed To review details, click on Finance Request No hyperlink To authorise, select All or next to individual transaction. You can select transactions across multiple pages The Total Requested Amount will be displayed at the bottom of the screen Click on the Approve or Reject button 38

39 Authorising Finance Request (3) Click Authorise button to bring up the Challenge and Response pop up screen Security Token Usage a. Press button and enter your personal pin b. When displayed APPL1, press no 2 button c. Input the Challenge Code provided on Straight2Bank into your token to generate a Response code Key the Response Code into Straight2Bank screen Click Submit to complete 39

40 Monitor Status of Finance Request (1) The status of all your transactions can be monitored through the Home Page. You can get to the Home Page by clicking on either the Receivables Services link or Home Link 40

41 Monitor Status of Finance Request (2) RFF Status Draft Pending Approval Partially Approved Fully Approved Rejected by Approver Not Cancelled Cancelled Pending Cancellation Submitted Received by Bank Under Processing Completed Partly Completed Rejected What it means Finance request created and saved in draft mode Finance request completed, pending authorisation Finance request has been authorised by at least one approver; pending authorisation from next approver(s) according to signing matrix set up Finance request has been authorised by all the approvers required Finance request has been rejected by approver. Request for Cancellation not successful. Request for Cancellation successful Request for Cancellation being processed. Finance request submitted to bank after final approval Finance request received by the Bank successfully. This status is most applicable for finance request with future date Finance request being processed Finance requested completed ( Full Financing) Finance requested completed ( Partial Financing) Finance request has been rejected by bank 41

42 OTHER ACTIVITIES This section explains the other activities available for the Receivables clients.

43 Submit Credit and Debit Notes (1) For Export Invoice Finance only Clients need to promptly notify the bank of the details and provide a copy of any credit or debit notes related to the invoices that have been assigned to or financed by the bank. Clients can submit Credit and/or Debit Notes manually or through Straight2Bank Web. Each Invoice can have MULTIPLE Credit and Debit Notes, however each Credit and Debit can be tied to only ONE invoice Its important to note that when Credit and Debit Notes are created, system will validate Whether original invoice number is available on Straight2Bank Whether the invoice was successfully submitted and registered Whether the invoice date is greater than system date 43

44 Submit Credit and Debit Notes (2) For Export Invoice Finance only Mouse Over Trade Finance Transactions Document Manager Click on Create Documents link Click on Credit Note or Debit Note option to open the template 44

45 Submit Credit and Debit Notes (3) For Export Invoice Finance only The guide will show completion of a credit note but the process for debit note is similar Complete the following fields Document No Input the Credit Note reference Recipients click on look up icon and select trading partner Credit Currency - currency must be same as the Invoice Currency Total Credit Amount provide the amount of this document Deal ID/Document No use look up icon to select existing documents/deal ID. Users have option to enter the values directly into the text field Supplier ID- provide the supplier ID that have been registered with bank Buyer ID provide the buyer ID that have been registered with the bank Click on Send button 45

46 Submit Credit and Debit Notes (4) For Export Invoice Finance only Mouse Over Trade Finance Transactions Export Invoice Finance Click on Submit Credit Note or Submit Debit Note link All the Credit and Debit Note eligible will be displayed here Select All or next to individual transaction. Click on Submit to Bank button 46

47 RFF Profile Automation (1) What is this function used for? The steps of Create Finance Request (slides 29-32) can be automated. Once profile automation is set up, system will automatically create the RFF instructions based on the criteria you have defined. It is important to note that :- 1. The latest version of documents will be used during profile automation. 2. All Instructions created will need to be authorised according to signature matrix set up with bank Mouse Over Trade Finance Transactions Document Manager Click on Group Documents link 47

48 RFF Profile Automation (2) At the bottom right corner of the screen, select the New Profile option Click on OK button In the next screen, select RFF Profile option and click on OK button 48

49 RFF Profile Automation (3) There are 6 steps required to define the RFF profile Step 1: Programme Type Selection Select Programme = Import Finance or Export Finance Select Programme Type= Pre or Post Shipment Select Programme Sub Type = Pre- Acceptance or Post Acceptance Click on the Continue button Step 2: Choose Source Doc Type Select Source Documents as Generic Invoice or Generic Invoice Acceptance Click on the Continue button 49

50 RFF Profile Automation (4) Step 3: Filter Criteria for Documents Define the criteria for documents to be considered for financing Input the Payment Due Date From* and Payment Due Date To* fields You can input date manually in dd/mm/yyyy format OR Select from calendar by clicking on icon Note: Dates can be for a fixed period e.g. from 01/01/2014 to 01/06/2014 OR rolling dates from the options provided in the calendar shown on the screen. Currency is an optional field but if you only want to do financing for documents of a particular currency, do select a currency Click on the Continue button 50

51 RFF Profile Automation (5) Step 4: Choose Grouping Criteria You have defined the documents to be used, now you will define how they should be grouped The default grouping is done by Trading Partner and Currency. Refer to the example below to illustrate system default grouping. EXAMPLE of how invoices are grouped with default criteria You imported 6 invoices, all of which are eligible for grouping. Invoice 1 Supplier 1 USD 100 Invoice 2 Supplier 1 USD 100 Invoice 3 Supplier 1 SGD 150 Invoice 4 Supplier 2 SGD 200 Invoice 5 Supplier 2 SGD 200 Invoice 6 - Supplier 2 USD 250 If required, refine your grouping criteria with the options available in the Optional Criteria field. Once selected, documents will be grouped according the criteria defined Click on Continue button for next step System will automatically group and create 4 RFFs. RFF 1 USD 200 for Supplier 1 (Invoice 1 and Invoice 2) RFF 2 SGD 150 for Supplier 1 (Invoice 3) RFF 3 SGD 400 for Supplier 2 (Invoice 4 and Invoice 5) RFF 4 USD 250 for Supplier 2 (Invoice 6) 51

52 RFF Profile Automation (6) Step 5: RFF Setting You will now specify conditions for the RFF. Fields with * are mandatory Effective Date* - financing to be effective from either the RFF Submission Date or RFF Future Date The maximum value of each RFF is: input a value e.g System will ensure that total value of invoices for each RFF does not exceed this amount. Any amount exceeding will create the next RFF The maximum value of each Document is: input a value e.g Any invoices that exceeds this value will not be considered for RFF creation The maximum number of documents per RFF is: input a number e.g. 25. System will ensure that total number of invoices used in each RFF does not exceed specified number. Any numbers exceeding will create the next RFF Finance Request Currency*: specify the currency of RFF Client Instruction: input instructions if required 52

53 RFF Profile Automation (7) Step 6: Name and Description You have completed the criteria to automate creation of the RFF. The next step is to provide a name and save this profile. Provide a Profile Name. Use a name that will help easily identify this profile which will be saved with all other profiles. Profile Description: This is an optional field for you to provide a short description of the profile Click on Save button You will get a confirmation that profile has been saved. Click on Go to Profile Automation Settings button 53

54 RFF Profile Automation (8) Now that the entire profile is set up, users can either run this profile manually or set the system to run the profile periodically. To set the system to run the profile automatically :- Click on Go To Profile Automation Setting button from previous page OR from main menu of Trade Finance > Transactions -Document Manager Administration -> Profile Automation 54

55 RFF Profile Automation (9) Select the On button for Automation 1. Select the profile you want and move to the box on right 2. Set up a Start Date and End Date using DD/MM/YYYY format. Select Frequency of running the profile. Options are either Daily or Weekly. If weekly selected, choose the day If Daily is selected, choose the timing for the profile to run. Can select one or multiple timings (CTRL button) 3. Select the status of the finance request after its been created to be Save as Draft (where you can review further and make changes) or Complete (which means that the transaction is ready for authorisation) 4. You can also notify certain users when the profiles run by providing the address in this field 55

56 Edit/Complete RFF On the Import or Export Invoice Finance Tasks bar Click on Edit/Complete RFF link to display RFFs that can be amended, usually those that are still in the draft status. To Edit a transaction, place a checkmark next to the Finance request and click on Edit button To Complete a transaction, place a checkmark next to the Finance request and click on Complete button. This action will send the transaction to the authorisation queue To view details of the Finance request, click on the hyperlink under Finance Request No 56

57 View All Source Documents On the Import or Export Invoice Finance Tasks bar Click on View All Source Documents link to view all the source documents (Invoices etc). Use this link to track and find all your documents. In this view, you can View Related Finance request through the drop down option which will show whether the documents have been submitted for financing 57

58 View ALL RFF (Request for Finance) On the Import or Export Invoice Finance Tasks bar Click on View All RFF link to display ALL your Finance Request applications, regardless of status. To view details of the RFF, click on the hyperlink under Finance Request No 58

59 View Amended Documents On the Import or Export Invoice Finance Tasks bar Click on View Amended Documents link to display all documents that have been amended. Amendments are identified by the document version number. Note: These are documents that have been amended after RFF submission, therefore some actions may be required. 59

60 PO Ledger On the Import or Export Invoice Finance Tasks bar Click on PO Ledger link to view the outstanding Purchase Orders (PO) on each of your trading partner. First - you need to select a ROLE: For Receivables Services where you are seller - select Supplier Next screen will show all Buyers registered for the programme Click on any Buyer Name to view the list of POs pertaining to that trading partner 60

61 Invoice Ledger On the Import or Export Invoice Finance Tasks bar Click on Invoice Ledger link to view the transactions tagged to each of your trading partner. All the outstanding INVs will be displayed here First - you need to select a ROLE: For Receivables Services where you are seller - select Supplier Next screen will show all Buyers registered for the programme Click on any Buyer Name to view the list of INVs sent or received from that buyer 61

62 Cancel RFF On the Import or Export Invoice Finance Home Page, click on Cancel RFF Link If you need to cancel a request that have been submitted to bank, click on Cancel RFF link. Please note that only requests that have future processing date (at least 2 days after today s date) will be allowed for cancellation. Select by placing a checkmark next to the transaction. To view details, click on the hyperlink under Finance Request No When the confirmation screen appears, please click OK button 62

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