Westpac WinTrade® User Guide Export Collections · 2011. 12. 2. · User Guide Export Collections Page 5 of 47 Version 1.0 Introduction About this Guide This guide explains how to

Westpac Banking Corporation ABN 33 007 457 141 incorporated in Australia (New Zealand division).

Westpac WinTrade® User Guide

Export Collections

User Guide Export Collections

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Version 1.0

© Westpac Banking Corporation 2008

This document is copyright protected. Apart from any fair dealing for the purpose of private study, research criticism or review as permitted under the Copyright Act, no part may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic or mechanical, photocopying, recording or otherwise. Westpac Banking Corporation believes that this module is accurate at the time of its publication. Whilst all care has been taken in its preparation, Westpac Banking Corporation accepts no liability for any loss arising from use or reliance of this publication.

The information contained in this publication is provided for learning purposes only and is subject to change. Revisions may be issued from time to time that encompass changes or additions to this module.

Designed and developed by Glynn Stiller, WinTrade Project team.

Westpac Banking Corporation ABN 33 007 457 141, incorporated in Australia (New Zealand division).


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Contents

Introduction .........................................................................................................................................5

About this Guide......................................................................................................5

Features...................................................................................................................5

Further Information..................................................................................................5

Action buttons....................................................................................................................................................6 Buttons on Other Export Collection Screens .......................................................................................7 Document Preparation .............................................................................................7

View an Export Collection or Amendment............................................................................8

Overview..................................................................................................................8

View an Export Collection ........................................................................................9

Negotiate an Export Collection................................................................................................11

Overview................................................................................................................11

Negotiate an Export Collection...............................................................................12

Approve the Negotiation of an Export Collection ....................................................21

Provide Disbursement for an Export Collection Payment..........................................24

Overview................................................................................................................24

Provide Disbursement for an Export Collection Payment.........................................25

Approve Disbursement for an Export Collection Payment .......................................34

Generate Reports for Export Collections............................................................................38

Overview................................................................................................................38

Status Report .........................................................................................................39

Payment Report .....................................................................................................39

Amendment Report................................................................................................40

Issuance Report .....................................................................................................40

Consolidated Activity Report ..................................................................................40

Generate Reports for Export Collections.................................................................41

Summary of Filter and Sort Types for Reports.........................................................47


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Introduction

About this Guide

This guide explains how to use Westpac WinTrade to:

■ View Export Collections and Amendments

■ Negotiate an Export Collection

■ Provide Disbursement for an Export Collection Payment

■ Generate Reports for Export Collections.

Features

With Westpac WinTrade you can:

■ Access transaction payment information downloaded from the bank.

■ Generate detailed reports.

Further Information

Further information on Export Collections is available in the Westpac WinTrade Quick Reference Guide and the Westpac WinTrade e-learning module.

If you require assistance on using Export Collections, please contact your International Enquiry Officer.


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Action buttons

These are the buttons that allow you to carry out actions on Export Collections.

The table below lists the functions of each of these buttons.

Button Function

Remittance This button is inactive and greyed out.

Documents This button allows customer to create Export documents. The use of this button is covered in the Prepare Export Documents user guide.

Images This button is inactive and greyed out.

Send memo This button is inactive and greyed out. If you need to contact Westpac concerning a transaction, you should phone or fax Westpac.

Print preview This button is used to view and print the Export Collection. Export Collections with any status can be printed. The Export Collection is printed on the default printer for your log in.

Negotiate This button is used to negotiate an Export Collection which has a released status.

Delete This button is inactive and greyed out. Export Collections cannot be deleted.

Edit This button is used to provide disbursement for an Export Collection or editing a disbursement that has been rejected at the approval stage.

Create new This button is greyed out and inactive. It is not to be used as creating new Export Collections is a function that will not be available to Westpac WinTrade users.

Create similar This button is greyed out and inactive. It is not to be used as creating similar Export Collections is a function that will not be available to Westpac WinTrade users.

Approve This button is used to approve a disbursement for an Export Collection payment. This approval may be done when the disbursement is issued if the user has approval authority, or after it is created if the creator does not have approval authority.


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Buttons on Other Export Collection Screens

As you process an Export Collection, there is the following common set of buttons displayed at the bottom of each screen.

Note: If the button is greyed out, the function for that button is unavailable at that time.

The table below lists the functions of each of these buttons.

Button Function

Previous record If there have been previous similar transactions on an Export Collection (e.g. payments or amendments), this button will take you to the screen for the previous transaction in the sequence. The button is inactive if there are no previous similar transactions.

Next record If there have been previous similar transactions on an Export Collection (e.g. payments or amendments), this button will take you to the screen for the next transaction in the sequence. This button will be active if you clicked on the Previous button for this function.

Correspondence This button allows you to view any correspondence attached to the active screen.

Comments This button allows you to view any comments from Westpac that are attached to the transaction.

Print preview This button allows you to view and print the Export Collection.

Cancel This button takes you out of the transaction you are actioning or viewing. Note: Any changes you have made will not be saved.

Save as template This button is inactive and greyed out. Export Collections cannot be saved as a template.

Save as draft This button is used when a transaction has not been completed. This may occur when the customer is waiting for some information. Once a transaction is saved as a draft, the status becomes Incomplete.

Save This button will save the Export Collection disbursement. It is necessary for the process to be completed when saving it. Once a transaction is saved, the status becomes In process.

Approve This button is used to approve the disbursement of an Export Collection.

Document Preparation

There is a facility in Westpac WinTrade which allows customers to prepare their documents using data from the Export Collection and from the Master Transaction.

This is covered in the Prepare Export Documents User Guide.


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View an Export Collection or Amendment

Overview

An Export Collection is facilitated by the customer preparing the documents to export goods and submitting them to Westpac. Westpac then processes the documents and forwards them to the overseas customer’s bank.

Westpac enters the Export Collection into Westpac WinTrade and electronically notifies the customer that an Export Collection has been released.

If the customer wishes to amend the Export Collection, they advise Westpac. Westpac enters the amendment into Westpac WinTrade and electronically notifies the customer that an amendment has been released.

The procedure to view an Export Collection and an amendment is the same. The only change on the screens for an amendment is that on the Party Information screen, a new Seq. No.: (Sequence Number) field is displayed, the amendments are shown in red type, and the word Issue on the banner heading of the screen will be replaced with Amendment. To compare the amendment to the original Export Collection, use the Previous record and Next record buttons on the screens.

The following procedure details how to view an Export Collection.

Note: The procedure to view an amendment to an Export Collection is the same.


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View an Export Collection

Follow the steps below to view an Export Collection.

Note: The new Export Collection will appear on the Manage Collections screen with the Transactions tab selected and with Export Collection selected from the drop down menu for the Transaction Types field with a Released status.

Step Action

1. Access the Manage Collections screen with the Transactions tab selected by clicking on the Collections link at the top left of the screen.

Select Export Collection from the drop down menu in the Transaction Types field, then click on the Update list button.

Click on the Exporter Ref. link of the Export Collection you wish to view.

Note: If you have not viewed this transaction before, it will be printed in red italics.

Result: The Export collection – Issue – Released – Part 1 of 1 - Party information screen will be displayed.


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2. View the details on this screen.

If required, click on the Correspondence and Comments buttons to view information attached to them.

Note: The Print preview button will display a copy of the Export Collection.

Click on the Cancel button.

Result: The Manage Collections screen with the Transactions tab selected will be displayed again.

Note: The transaction will now be shown in black on the screen.

This is the end of the process to view an Export Collection.


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Negotiate an Export Collection

Overview

Customers may request negotiation of unpaid Export Collections using Westpac WinTrade.

Requests to negotiate Export Collections should be within a pre-approved Westpac facility.

The following procedures detail how to apply for Negotiation of an Export Collection.


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Negotiate an Export Collection

Follow the steps below to negotiate an Export Collection.

Note: The new Export Collection will appear on the Manage Collections screen with the Transactions tab selected and with Export Collection selected from the drop down menu for the Transaction Types field with a Released status.

Note: If An Export Collection was Negotiated when Collection was presented to Westpac, it will display as Issue Negotiated type.

You can not Negotiate an Export Collection if a Payment or Negotiation record already exists for this transaction.

Step Action

1. From the Manage Collections screen with the Transactions tab selected, click on the radio button in front of the Export Collection that you are negotiating (A).

Note: The transaction must have an Issue type (B) and a Released status (C).

Click on the Negotiate button (D).

Result: The Export collection – Negotiation – In process – Part 1 of 3 – Summary information screen will be displayed.

A B CD


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2. Review this screen.

Note: These fields autopopulate from the Export collection or the latest amendment. All fields on this screen are read only.

Click on the Part 2 – Charges link at the top left of the screen or the Continue to Part 2> link.

Result: The Export collection – Negotiation – In process – Part 2 of 3 – Charges information screen will be displayed.


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3. Select the account the charges are to be debited from using the Account to debit for charges field drop down menu.

Note: If no account is selected, Westpac will debit the charges from the credit account.

If required, type any additional instructions in the Additional Instructions field.

Note: If interest is to be collected on a discount basis, please enter the details in the Additional instructions field, otherwise interest will be collected on a yield basis.

Click on the Part 3 – Payment link at the top left of the screen or the Continue to Part 3> link

Result: The Export collection – Negotiation – In process – Part 3 of 3 – Payment information screen will be displayed.


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4. Click on the New button below the List of accounts table.

Result: The Manage Accounts – Account details screen will be displayed.


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5. Select the required account number in the Account Number field from the drop down menu.

Note: The currency of that account defaults in the Currency field.

Type the amount to be credited to this account in the Amount field.

IMPORTANT NOTE: This amount is in the currency of the account, not the transaction currency of the Export Collection.

Note: If the Export Collection is in foreign currency and the account is in local currency, if the Amount field is left blank, as shown in this example, it will default to 'Balance of Payment'.

Click on the Save button.

Result: The Export collection – Negotiation– In process – Part 3 of 3 – Payment information screen will be displayed again.

6. Is the Export Collection to be paid into more than one account?

If Yes, repeat Steps 4 and 5 for the amount to be paid into each account.

Note: The Export Collection can be paid into a maximum of six separate accounts.

If No, go to the next Step.


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7. Note: The account(s) selected in Steps 4 and 5 are shown in the List of accounts table.

Click on the New button below the List of foreign exchange instructions table.

Result: The Manage foreign exchange instructions – Foreign exchange instruction details screen will be displayed.


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8. The currency in the Currency field will default from the Export Collection.

Type the amount of this currency in the Amount field.

If required:

■ Click in the FEC checkbox, type your foreign exchange contract number in the FEC/DCPK number field, and type the contract rate in the Contract rate field, and/or

■ Click in the Pre delivery check box and type the pre delivery rate in the Pre delivery rate field, and/or

■ Type the dealer's reference number in the Dealers reference field and the agreed rate in the Spot field.

Note: If no rate is entered in the rate or spot fields, Westpac will provide a rate.


Note: If any of the rate fields has an incorrect rate entered because of market fluctuations, payment times or any other reason, Westpac will amend the rate. When viewing the payment screens in Westpac WinTrade, any amendments Westpac makes will not be shown in these fields. All amendments Westpac makes in payments will be part of the advice shown under the Correspondence button on the screens.

Result: The Export collection – Negotiation – In process – Part 3 of 3 – Payment screen will be displayed again.

9. Are any more foreign exchange instructions to be entered?

If Yes, repeat Steps 7 and 8 for these foreign exchange instructions.

Note: There can be a maximum of six separate foreign exchange instructions.



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10. Note: The foreign exchange instruction(s) entered in Steps 7 and 8 are shown in the List of foreign exchange instructions table.

Save or approve the disbursement.

To save the disbursement, click on the Save button.

Result: A message will be displayed saying that the transaction has been saved successfully. Go to the next Step.

To approve the disbursement, click on the Approve button.

WARNING! Approving the payment at this stage could release it with errors as it has not been checked.

Result: The Approve window will be displayed. Follow the procedure to approve or reject a transaction as given in the Orientation and Common Procedures User Guide.


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11. Click on the OK button.

Result: The Manage Collections screen with the Transactions tab selected will be displayed again showing the transaction status as still In process.

This is the end of the first part of the procedure to request Negotiation of an Export Collection.

Note: the negotiation needs to be approved before it is complete and will be sent to Westpac.


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Approve the Negotiation of an Export Collection

Follow the steps below to approve the negotiation an Export Collection.

Note: When approving a negotiation, no changes can be made to the screens.

Step Action

1. There are two ways to approve a negotiation for an Export Collection. It is recommended that the approver check the details on it before approving it, as shown in the following procedure.

If the approver does not need to check the negotiation, click on the radio button in front of the Export Collection, and then on the Approve button. If this is done, the Approve window will be displayed. Follow the procedure to approve or reject a transaction as given in the Orientation and Common Procedures User Guide.

WARNING! The above procedure could release the Export Collection negotiation with errors as it has not been checked.

From the Manage Collections screen with the Transactions tab selected, click on the Exporter Ref. link of the Export Collection negotiation that you want to approve.

Note 1: The transaction must have a Negotiation type and an In process status.

Note 2: The Negotiate button will be disabled and greyed out as a customer can request only 1 negotiation per transaction.

Result: The Export collection – Negotiation – In process – Part 1 of 3 – Summary information screen will be displayed.


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Result: The Export collection – Negotiation – In process – Part 2 of 3 – Charges information screen will be displayed.


Click on the Part 3 – Payment link at the top left of the screen or the Continue to Part 3> link

Result: The Export collection – Negotiation – In process – Part 3 of 3 – Payment Information screen will be displayed.


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4. Review this screen for accuracy before proceeding.

Click on the Approve button.

Result: The Approve window will be displayed.

5. Follow the procedure to approve or reject a transaction as given in the Orientation and Common Procedures User Guide.


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Provide Disbursement for an Export Collection Payment

Overview

When Westpac receives the payment for a customer's Export Collection, they advise the customer. The customer then advises Westpac which account(s) they want the payment paid into, and Westpac arranges it.

If Westpac hold Standard Settlement Instructions from the customer, payment will be made upon receipt of funds.

You need to advise Westpac of the disbursement for Export Collections when the Type of the transaction is Payment and the Status is In process.

There are two parts to providing disbursement for an Export Collection. The disbursement is entered into Westpac WinTrade, and then it is checked and approved before it is sent to Westpac.

The following procedure details how to advise Westpac how the payment for an Export Collection is to be disbursed.


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Provide Disbursement for an Export Collection Payment

Follow the steps below to provide disbursement for an Export Collection payment.

Step Action

1. From the Manage Collections screen with the Transactions tab selected, click on the radio button in front of the Export Collection payment that you are advising Westpac disbursement instructions for (A).

Note: The transaction must have a Payment type (B) and an In process status (C).

Click on the Edit button (D).

Result: The Export collection – Payment – In process – Part 1 of 3 – Summary information screen will be displayed.

A B CD


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2. Review the information on this screen, then click on the Part 2 – Charges link at the top left of the screen or the Continue to Part 2> link.

Result: The Export collection – Payment – In process – Part 2 of 3 – Charges information screen will be displayed.


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3. Select the account the charges are to be debited from using the Account to debit for charges field drop down menu.

Note: If no account is selected, Westpac will debit the charges from the credit account.

If required, type any additional instructions in the Additional Instructions field.

Click on the Part 3 – Payment link at the top left of the screen or the Continue to Part 3> link.

Result: The Export collection – Payment – In process – Part 3 of 3 – Payment information screen will be displayed.


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4. Click on the New button below the List of accounts table.

Result: The Manage accounts – Account details screen will be displayed.


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5. Select the required account number in the Account Number field from the drop down menu.

Note: The currency of that account defaults in the Currency field.

Type the amount to be paid from this account in the Amount field.

IMPORTANT NOTE: This amount is in the currency of the account, not the transaction currency of the Export Collection.

Note: If the Export Collection is in foreign currency and the account is in local currency, if the Amount field is left blank, as shown in this example, it will default to 'Balance of Payment'.


Result: The Export collection – Payment – In process – Part 3 of 3 – Payment information screen will be displayed again.

6. Is the Export Collection to be paid into more than one account?

If Yes, repeat Steps 4 and 5 for the amount to be paid into each account.

Note: The Export Collection can be paid into a maximum of six separate accounts.



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7. Note: The account(s) selected in Steps 4 and 5 are shown in the List of accounts table.

Click on the New button below the List of foreign exchange instructions table.

Result: The Manage foreign exchange instructions – Foreign exchange instruction details screen will be displayed.


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8. The currency in the Currency field will default from the Export Collection.

Type the amount of this currency in the Amount field.

If required:

■ Click in the FEC checkbox, type your foreign exchange contract number in the FEC/DCPK number field, and type the contract rate in the Contract rate field, and/or

■ Click in the Pre delivery check box and type the pre delivery rate in the Pre delivery rate field, and/or

■ Type the dealer's reference number in the Dealers reference field and the agreed rate in the Spot field.

Note: If no rate is entered in the rate or spot fields, Westpac will provide a rate.


Note: If any of the rate fields has an incorrect rate entered because of market fluctuations, payment times or any other reason, Westpac will amend the rate. When viewing the payment screens in Westpac WinTrade, any amendments Westpac makes will not be shown in these fields. All amendments Westpac makes in payments will be part of the advice shown under the Correspondence button on the screens.

Result: The Export collection – Payment – In process – Part 3 of 3 – Payment information screen will be displayed again.

9. Are any more foreign exchange instructions to be entered?

If Yes, repeat Steps 7 and 8 for these foreign exchange instructions.

Note: There can be a maximum of six separate foreign exchange instructions.



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10. Note: The foreign exchange instruction(s) entered in Steps 7 and 8 are shown in the List of foreign exchange instructions table.

Save or approve the disbursement.

To save the disbursement, click on the Save button.

Result: A message will be displayed saying that the transaction has been saved successfully. Go to the next Step.

To approve the disbursement, click on the Approve button.

WARNING! Approving the payment at this stage could release it with errors as it has not been checked.

Result: The Approve window will be displayed. Follow the procedure to approve or reject a transaction as given in the Orientation and Common Procedures User Guide.


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11. Click on the OK button.

Result: The Manage Collections screen with the Transactions tab selected will be displayed again showing the transaction status as still In process.

This is the end of the first part of the procedure to provide disbursement for an Export Collection.

Note: the disbursement needs to be approved before it is complete and will be sent to Westpac.


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Approve Disbursement for an Export Collection Payment

Follow the steps below to approve the disbursement for an Export Collection payment.

Note: When approving a disbursement, no changes can be made to the screens.

Step Action

1. There are two ways to approve a disbursement for an Export Collection. It is recommended that the approver check the details on it before approving it, as shown in the following procedure.

If the approver does not need to check the disbursement, click on the radio button in front of the Export Collection, and then on the Approve button. If this is done, the Approve window will be displayed. Follow the procedure to approve or reject a transaction as given in the Orientation and Common Procedures User Guide.

WARNING! The above procedure could release the Export Collection disbursement with errors as it has not been checked.

From the Manage Collections screen with the Transactions tab selected, click on the Exporter reference link of the Export Collection disbursement that you want to approve.

Note: The transaction will have a Payment type and an In process status.

Result: The Export collection – Payment – In process – Part 1 of 3 – Summary information screen will be displayed.


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2. Review this screen before proceeding.


Result: The Export collection – Payment – In process – Part 2 of 3 – Charges information screen will be displayed.


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Click on the Part 3 – Payment link at the top left of the screen or the Continue to Part 3> link.

Result: The Export collection – Payment – In process – Part 3 of 3 – Payment information screen will be displayed.


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Click on the Approve button.

Result: The Approve window will be displayed.

5. Follow the procedure to approve or reject a transaction as given in the Orientation and Common Procedures User Guide.


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Generate Reports for Export Collections

Overview

There are five reports Westpac WinTrade can generate regarding Export Collections.

You can customize the way the information is presented in each report by filtering and sorting the data. The filter types and sort types for each report is shown after the procedure.

The reports you can generate are:

■ Status Report,

■ Payment Report,

■ Amendment Report,

■ Issuance Report, and

■ Consolidated Activity Report.

Each of these reports can be generated in either PDF format or MS Excel.

What is contained in each of the reports is shown on the following pages.

Also available is an outstanding transaction report showing all WinTrade product types. This report will show all Export Collections that are unpaid.

This report is:

■ Outstanding Liabilities Report.

The procedure to generate reports for Export Collections starts on page 41 of this user guide.


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Status Report The Collection Status Report shows the following columns:

■ Drawer/Exporter

■ Presenter Number

■ Westpac Reference

■ Currency

■ Transaction Date

■ Collecting Bank

■ Amount

■ Transaction Type

■ Sequence Number

■ Status

Payment Report

The Collection Payment Report shows the following columns:

■ Applicant Party

■ Drawer/Exporter



■ Payment Date

■ Maturity Date

■ Currency

■ Sequence Number

■ Amount

■ Base Amount

■ Tenor

■ Days

■ Collecting Bank


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Amendment Report

The Collection Amendment Report shows the following columns:

■ Applicant Party

■ Drawer/Exporter




■ Currency

■ Amount

■ Base Amount

■ Tenor

■ Days

■ Sequence Number

Issuance Report

The Collection Issuance Report shows the following columns:

■ Applicant Party

■ Drawer/Exporter




■ Currency

■ Amount

■ Base Amount

■ Tenor

■ Days

■ Collecting Bank

■ Drawee

Consolidated Activity Report

The Consolidated Activity Report shows the following columns:

■ Our Bank Reference Number

■ Our Reference Number

■ Other Bank Reference Number

■ Buyer/Seller

■ Currency

■ Confirmed Amount

■ Unconfirmed Amount

■ Expiry Date

■ Maturity Date


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Generate Reports for Export Collections

Follow the steps below to generate reports for Export Collections.

Step Action

1. With any of the product home page screens displayed with the Transactions tab selected, click on the Reports link at the top left of the screen.

Result: The Prepare reports window will be displayed.


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2. Select Export collections from the drop down menu for the List of products field.

Click on the Continue button.

Result: The Prepare reports – List of export collections reports window will be displayed.


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3. Select the type of report you require from the Report drop down menu.

Select the filter type you require (Transaction Date, Transaction Number or Amount) from the Filter drop down menu.

Select the sort type you require from the Sort drop down menu. The sort types available will depend on the type of report selected.

Note: A table giving a summary of filter and sort types for reports is on page 47.

Select the file type you require (PDF or MS Excel) from the Output drop down menu.

Click on the Continue button.

Result: The Prepare reports – List of export collections reports window will change to reflect the filter type selected in this step. In this example, it will display date fields.


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4. Note: In this example, the report is being filtered by transaction date. If the report is being filtered by another type, the fields on this screen will be different.

Select the earliest issue date from the calendar or type it in the Start date field.

Select the latest issue date from the calendar or type it in the End date field.

Note: The date format must be DD/MM/YY.

Click on the Print preview button.

Result: The report will be displayed in the format selected (PDF or MS Excel) in the previous step. In this example, it is displayed in MS Excel format.


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5. Note: Depending on your computer settings, a File Download window may be displayed. In this case, click on the Open button.

View, print, action or save the report file as per your normal office procedures as required.

When finished, close this window by clicking on the button.

Note: The Prepare reports – List of export collections reports window reflecting the filter type selected will still be displayed as shown in the next step.


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6. Do you want to generate another report?

If Yes, click on the Back button and go back to Step 3.

If No, click on the Close button.

Result: The Manage Collections screen with the Transactions tab selected will be displayed.

This is the end of the procedure to generate reports for Export Collections.


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Summary of Filter and Sort Types for Reports

Report Filter Type Sort Type

Status Report Transaction Date

Transaction Number

Amount

Transaction Number

Payment Report Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount

Amendment Report Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount

Issuance Report Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount

Consolidated Activity Report Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount