Westpac WinTrade® User Guide Trade FinanceUser Guide Trade Finance Page 4 of 50 Version 1.1 Introduction About this Guide Westpac WinTrade Trade Finance is an online, secure application

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

Westpac WinTrade® User Guide

Trade Finance

User Guide Trade Finance

Page 2 of 50 Version 1.1

© 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. Adapted for New Zealand by Sarah Fitzgerald, International Business team.

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



Contents

Introduction .........................................................................................................................................4

About this Guide......................................................................................................4

Features...................................................................................................................4

Further Information..................................................................................................4

Process Flow ............................................................................................................5

Action buttons .........................................................................................................6

Buttons on Other Loan Screens...........................................................................7

Apply for Trade Finance.................................................................................................................8

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

Applying for a Stand Alone Loan ..............................................................................9

Approving a Loan Application ................................................................................17

Edit a Loan Application................................................................................................................20

Overview................................................................................................................20

Edit a Loan Application ..........................................................................................21

Pay/Rollover a Loan ......................................................................................................................25

Overview................................................................................................................25

Pay/Rollover a Loan................................................................................................26

Approving a Loan Payment.....................................................................................37

Approving a Loan Rollover .....................................................................................40

Generate Trade Finance Reports ............................................................................................43

Overview................................................................................................................43

Overall Activity Trade Finance Report .....................................................................44

Overdue Trade Finance Report ...............................................................................44

Generate Trade Finance Reports.............................................................................45

Summary of Filter and Sort Types for Reports.........................................................50



Introduction

About this Guide Westpac WinTrade Trade Finance is an online, secure application that enables you to electronically apply for loans.

This User Guide explains how to use Westpac WinTrade to manage Trade Finance. It explains how to use Westpac WinTrade to:

■ Apply for trade finance,

■ Edit a loan application,

■ Make a loan payment/rollover, and

■ Generate trade finance reports.

With Westpac WinTrade, you can view any existing transaction and monitor its status.

Features Westpac WinTrade makes managing Trade Finance quicker and easier.

Westpac WinTrade assists you to apply for both pre-shipment and post-shipment finance enabling you to better manage your cash flow.

With Westpac WinTrade you can:

■ Fill out transaction applications online and transmit them direct to Westpac.

■ Generate detailed reports.

■ Receive secure messages from Westpac.

Further Information

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

If you require assistance with trade finance, please contact your International Business Team.



Process Flow The following diagram explains the overall process flow for the loans transaction process.

The status of the loan is displayed at all times on the Manage Trade Finance screen with the Transactions tab selected, which allows you to monitor its progress.

Loan Application approved Status: Approved

Loan Application sent to Westpac via Westpac WinTrade Status: Sent to Bank

Loan Application received by Westpac and given Transaction Sequence Number Status: Received

Loan Application created Status: In process

Loan Application approved and released by Westpac Status: Released



Action buttons

These are the buttons that allow you to carry out actions on trade finance.

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

Repayment This button is used to pay or rollover trade finance.

Images This button is used to view document images attached to a Trade Finance transaction. This function is unavailable at the moment.

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 transaction. Loan applications and payments can be printed no matter what the status.

Delete This button is used to delete a loan application or a loan payment/rollover transaction. They can only be deleted if they have not already been sent to Westpac and have a status of either Incomplete or In process.

Edit This button is used to edit a loan application or payment/rollover. Editing can only be done if the transaction has not already been sent to Westpac and has a status of either Incomplete or In process.

Create new This button is used to create a new application for a loan. Please ensure that all mandatory fields are completed.

Create similar This button is inactive and greyed out.

Approve This button is used to approve a loan application or payment/rollover to be sent to Westpac.



Buttons on Other Loan Screens

As you process trade finance, 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 are previous records for the same transaction, this button will take you to the screen for the previous record in the sequence. The button is inactive if there are no previous records.

Next record This button will be active if you clicked on the Previous button for this function.

Correspondence This button allows you to view correspondence from Westpac concerning the loan application.

Comments This button allows you to view comments from Westpac, e.g., when the trade finance was released by Westpac.

Print preview This button is used to view and print the loan application.

Cancel This button takes you out of the loan you are actioning or viewing. Note: any changes to the loan will not be saved.

Save as template

This button will always be inactive (greyed out) as Loan Applications cannot be saved as a template.

Save draft This button will save the loan as a draft. It is used when the process has not been completed (e.g. you are waiting for more information). Once a transaction is saved as a draft, the status becomes Incomplete.

Save This button will save the loan application that is being issued or amended. Once a transaction is saved, the status becomes In process.

Approve This button is used to approve the loan application to be sent to Westpac.



Apply for Trade Finance

Overview

The following procedure details how to apply for a Stand Alone Loan.

Note: On the Part 1 of 2 – Loan details screen, you will be asked to select a loan type. You will need to choose either an Import or an Export loan type based on the pre-approved Westpac facility you want to draw on for the loan.

There are two parts to applying for a stand alone loan. The loan application is entered into Westpac WinTrade, and then it is checked and approved before it is sent to Westpac.

The following procedure details how to apply for a stand alone loan.



Applying for a Stand Alone Loan

Follow the steps below to apply for a Stand Alone Loan.

Step Action

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

Click on the Create new button.

Result: The Stand alone – Issue – In process – Part 1 of 2 – Loan details screen will be displayed.



2. Note: There is a message on this screen asking you to submit a copy of your supporting invoice(s) with this loan application. These documents may be faxed or emailed to Westpac.

Type your reference number in the Our reference field (A).

Select either Import or Export from the Loan type drop down menu (B).

Note: This will be based on the pre-approved Westpac facility you want to draw on for the loan.

Note: Interest basis is fixed as Yield (i.e. interest charged at maturity)

Select the currency from the Currency drop down menu (C).

Type the amount of the loan you are applying for in the Amount field (D).

The Issue date field (E) is disabled. This field will be populated by Westpac with the date the Trade Finance is released.

Type the number of days you require the loan for in the Days of finance field (F) OR Enter the date you want the loan to mature in the Maturity date field (G).

Note: If the due date falls on a weekend or public holiday it will be brought back to the previous working day.

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

Result: The Stand alone – Issue – In process – Part 2 of 2 – Payment instructions screen will be displayed.

A

B

C D

E

F G



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

Result: The Document for trade finance - Account details screen will be displayed.



4. Select the account number the loan is to be paid into from the Account Number field drop down menu.

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

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

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

Click on the Save button.

Result: The Stand alone – Issue – In process – Part 2 of 2 – Payment instructions screen will be displayed again.



5. Note: The account(s) selected in Steps 3 and 4 are shown in the List of accounts table.

Do you require currency conversion for this loan application?

If Yes, click on the New button below the List of foreign exchange instructions table.

If No, go to Step 8.

Result: The Document for trade finance - Foreign exchange instruction details screen will be displayed.



6. Note: The currency of this loan application defaults in the Currency field.

Type the amount for this foreign exchange rate in the Amount field.

If required:

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

■ Type the dealer's reference number in the Deal 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.


Result: The Stand alone – Issue – In process – Part 2 of 2 – Payment instructions screen will be displayed again.

7. Are any more foreign exchange instruction details to be entered?

If Yes, repeat Steps 5 and 6 for the exchange instruction details.

Note: There can be a maximum of six separate exchange instruction details.

If No, go to the next Step.



8. Note: The instruction(s) entered in Steps 5 and 6 are shown in the List of foreign exchange instructions table.

If required, type any additional instructions to Westpac in the Additional Instructions field (e.g. how the copy of the supporting invoice was forwarded to Westpac).

Save or approve the loan application.

To save the transaction, click on the Save button.

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

To approve the transaction, click on the Approve button.

WARNING! Approving the loan application 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.



9. Click on the OK button.

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

10. The loan application just created will be displayed with a status of In process.

This is the end of the first part of the process to apply for a Stand Alone Loan.

Note: The transaction needs to be approved before it will be sent to Westpac. The approval process starts on the next page.



Approving a Loan Application

Follow the steps below to approve a Stand Alone Loan application.

Note: When approving a Stand Alone Loan application, no changes can be made to the screens. If there is an error, it will need to be edited.

Step Action

1. There are two ways to approve a Stand Alone Loan application. It is recommended that the approver check the details of the application before approving it as shown in the following procedure.

If the approver does not wish to check the loan application, click on the radio button in front of the loan to be approved, 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 procedures could send the loan application to Westpac with errors as it has not been checked.

From the Manage Trade Finance screen with the Transactions tab selected, click on the Our reference link of the loan application to be approved.

Note: The transaction will have an In process status.

Result: The Stand alone – Issue – In process – Part 1 of 2 – Loan details screen will be displayed.



2. Confirm the information on this screen.





3. Confirm the information on this screen.

Click on the Approve button.

Result: The Approve window will be displayed.

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



Edit a Loan Application

Overview

A loan application can only be edited if it has not yet been submitted to Westpac.

Only loan applications with an In process or Incomplete status can be edited.

There are two parts to editing a loan application. The transaction in Westpac WinTrade is edited, and then it is checked and approved before it is sent to Westpac.

The approval process is the same as the procedure to Approve a Loan Application, so it has not been included in this section of the User Guide.

The following procedure details how to edit a loan application.



Edit a Loan Application

Follow the steps below to edit a loan application.

Step Action

1. From the Manage Trade Finance screen with the Transactions tab selected, click on the radio button in front of the loan application to be edited.

Note: The transaction must have a status of In process or Incomplete showing it has not been submitted to Westpac.

Click on the Edit button.

Result: The Stand alone - Issue – In process - Part 1 of 2 – Loan details screen will be displayed.



2. Make changes to this screen as required.





3. Make changes to this screen as required.

Save or approve the edited loan application.

To save the transaction, click on the Save button.

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


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




4. Note: When the saving procedure is complete, the Status will remain as In process.

5. The transaction needs to be approved before it will be sent to Westpac.

Go to the procedure to approve a loan application starting on page 17 of this User Guide.



Pay/Rollover a Loan

Overview

When a Trade Finance loan is approved by Westpac, it appears on the Manage Trade Finance screen with the Transactions tab selected in Westpac WinTrade with the Type of the transaction as issue and the Status as Released.

Three days before the loan matures, Westpac will send the customer a secure message prompting the customer to provide settlement instructions. The customer then repays the loan or rolls it over.

Note: If the customer decides to repay the loan more than ten days before maturity date, a message as shown below will be displayed. To repay the loan, it will be necessary to contact the Service team.

After the processing has been done to pay or rollover a loan, a payment record will show on the manage Trade Finance screen. There will be a number in brackets after the payment or rollover type. This indicates the number of similar transactions that have been made on that loan. If the number is greater than 1, the history can be viewed by using the Previous and Next buttons on the relevant screens.

There are two parts to paying or rolling over a loan. The payment/rollover is entered into Westpac WinTrade, and then it is checked and approved before it is sent to Westpac.

Note: If you select the option to rollover the loan, the maximum period of the loan is 180 days including the original period of the loan. For example, if the original period of the loan was 120 days, the maximum rollover period is 60 days.

When a loan is paid, the type will display as Payment. If it is rolled over, the type will display as Rollover.

The following procedure details how to pay or rollover a Trade Finance loan.



Pay/Rollover a Loan

Follow the steps below to pay or rollover a loan.

Step Action

1. From the Manage Trade Finance screen with the Transactions tab selected, click on the radio button in front of the Trade Finance loan that you are repaying.

Note: The transaction must have an issue type and a Released status.

Click on the Repayment button.

Result: The Stand alone – Payment – In process - Part 1 of 3 – Loan Details screen will be displayed.



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

Result: The Stand alone – Payment – In process - Part 2 of 3 – Payment options screen will be displayed.



3. Do you want to pay or rollover the loan?

If Rollover, select the Rollover principal and pay interest option from the drop down menu in the Payment options field, then go to the next step.

If Pay, accept the Pay principal and interest in full default in the Payment options field.

Select the account you want the interest and charges debited from using the drop down menu in the Take interest and charges from field.

Type any other additional instructions in the Additional Instructions field.


Result: The Stand alone – Payment – In process - Part 3 of 3 – Payment instructions screen will be displayed. Go to Step 7 on page 31.



4. Select the account the interest is to be taken from using the drop down menu for the Take interest and charges from field (A).

Note: Interest basis will be fixed as Yield (i.e. interest charged at maturity)

Type the number of days you require the rollover for in the Requested loan extension days field (B) OR Enter the date you want the loan to mature in the Maturity date field (C).

Note: The maximum period of the loan is 180 days including the original period of the loan.

Type any additional instructions in the Additional Instructions field (D).

Save or approve the loan rollover.

Note: The Stand alone – Payment – In process – Payment Instructions screen can have no data entered into it when a loan is being rolled over.

To save the rollover, 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 rollover, click on the Approve button.

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


A

B C

D





6. Note: When the saving procedure is complete, the Status will be In process.

This is the end of the first part of the procedure to rollover a loan.

Note: The rollover needs to be approved before it is completed and sent to Westpac. The procedure to approve a rollover starts on page 40.



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

Result: The Document for trade finance - Account details screen will be displayed.



8. Select the required account number the loan payment is to be debited from 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 currency of the Trade Finance transaction.

Note: If the Trade Finance is in foreign currency and the account is in local currency, if the Amount field is left blank, it will default to 'Balance of Payment'.


Result: The Stand alone – Payment – In process - Part 3 of 3 – Payment instructions screen will be displayed again.



9. Note: The account selected in Step 7 is shown in the List of accounts table.

Do you require currency conversion for this loan payment?

If Yes, click on the New button below the List of foreign exchange instructions table.

If No, go to Step 12.

Result: The Document for trade finance – Foreign exchange instruction details screen will be displayed.



10. The currency in the Currency field will default from the loan application.

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 number 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, 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 Stand alone – Payment – In process - Part 3 of 3 – Payment instructions screen will be displayed again.

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

If Yes, repeat Steps 9 and 10 for these foreign exchange instructions.

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

If No, go to the next Step.



12. Note: The foreign exchange instruction(s) entered in Steps 9 and 10 are shown in the List of foreign exchange instructions table.

Save or approve the loan payment.

To save the payment, click on the Save button.

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


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






14. Note: This transaction is shown with the type as Payment and the status as In process.

This is the end of the first part of the procedure to make a loan payment.

Note: The payment needs to be approved before it is completed and sent to Westpac. The procedure to approve a loan payment starts on the next page.



Approving a Loan Payment

Follow the steps below to approve a loan payment.

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

Step Action

1. There are two ways to approve a loan payment. 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 payment, click on the radio button in front of the loan to be paid, 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 loan payment with errors as it has not been checked.

From the Manage Trade Finance screen with the Transactions tab selected, click on the Our reference link of the Trade Finance loan that you are repaying.

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

Result: The Trade finance – Payment – In process - Part 1 of 3 – Loan Details screen will be displayed.




Result: The Trade finance – Payment – In process - Part 2 of 3 – Payment options screen will be displayed.

3. Review this screen for correctness, then click on the Part 3 – Payment link at the top left of the screen or the Continue to Part 3> link.

Result: The Trade finance – Payment – In process - Part 3 of 3 – Payment instructions screen will be displayed.



4. Review this screen for correctness before proceeding.

Click on the Approve button.





Approving a Loan Rollover

Follow the steps below to approve a loan rollover.

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

Step Action

1. There are two ways to approve a loan rollover. 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 rollover, click on the radio button in front of the rollover, 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 rollover with errors as it has not been checked.

From the Manage Trade Finance screen with the Transactions tab selected, click on the Our reference link of the Trade Finance rollover that you are repaying.

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

Result: The Stand alone – Payment – In process - Part 1 of 3 – Loan details screen will be displayed.




Result: The Stand alone – Payment – In process – part 2 of 2 – Payment Options screen will be displayed.

3. Review this screen for correctness, then click on the Approve button.

Note: There is no need to go to the Payment Instructions screen as no payment instructions can be entered when a rollover is processed.





5. Note: When the approval procedure is complete, the Status will change to Approved, then to Sent to bank. When Westpac receives it, the status will change to Received. When Westpac has processed it, the status will change to Released.



Generate Trade Finance Reports

Overview

There are two reports Westpac WinTrade can generate regarding Trade Finance.

You can customise 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:

■ Overall Activity Trade Finance Loan Report, and

■ Overdue Trade Finance 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.

The procedure to generate reports for Trade Finance starts on page 45 of this User Guide.



Overall Activity Trade Finance Report

The Overall Activity Trade Finance Report shows the following columns:

■ Westpac Reference Number

■ Own Reference Number

■ Issue Date

■ Amount of Loan

■ Currency

■ Maturity Date

■ Interest Rate

■ Interest Due at Maturity

■ Transaction Type

■ Status

■ Letter of Credit/Collection Reference Number

Overdue Trade Finance Report

The Outstanding Trade Finance Report shows the following columns:

■ Loan Type

■ Own Reference Number

■ Issue Date

■ Maturity Date

■ Amount of Loan

■ Loan Base Amount

■ Loan Pay Total Amount

■ Currency

■ LC/Collection Reference Number



Generate Trade Finance Reports

Follow the steps below to generate Trade Finance reports.

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.

2. Select Trade finance from the drop down menu for the List of products field.

Click on the Continue button.

Result: The Prepare reports – List of trade finance reports window will be displayed.



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 50.

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 trade finance reports window will change to reflect the filter type selected in this step. In this example, it will display date fields.



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 expiry date from the calendar or type it in the Date from field.

Select the latest expiry date from the calendar or type it in the Date from 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.



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 with the report, click on the button to close the screen

Note: The List of trade finance transactions - Report subsystem window reflecting the filter type selected will still be displayed as shown in the next step.



6. Do you want to generate another report?

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

If No, click on the Exit button.


This is the end of the procedure to generate reports for Trade Finance.



Summary of Filter and Sort Types for Reports

Report Filter Type Sort Type

Overall Activity Trade Finance Report

Transaction Date

Transaction Number

Amount

Transaction Number

Overdue Trade Finance Report

Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount

Documents

Westpac WinTrade® User Guide Trade FinanceUser Guide Trade Finance Page 4 of 50 Version 1.1 Introduction About this Guide Westpac WinTrade Trade Finance is an online, secure application