Client User Guide Document-Level Financing Version April 2015
Straight2Bank Receivables
Services
Overview
This guide contains information which will help users navigate and familiarise with the functions for Straight2Bank Receivables Financing modules which may cover either
1. Receivables Services OR
2. Portfolio Receivables Services
This guide covers the Document-Level Financing workflows. There is a separate guide for Pool-Level Financing workflow.
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)
Received adequate information and training on preparation of Invoice files (preferably file testing done)
PC meets the minimum requirement 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 Straight2Bank main site.
Minimum System Requirements
Receivables Services Reports
Login to
Straight2Bank
Set up on Info Mgr
Receive RS report in
Firstly, a one-time activity
Then on a daily basis
Login to
Straight2Bank
View RS Report in Message Centre OR
The Process for monitoring Receivables Services (RS) activities is simple. Broadly these are the
steps:-
Invoice Submission and Requesting for Finance
Prepare Invoice
data
Main Task– Submit Prepayment and Collection (for invoices that will not be financed). For invoices that have been submitted for collection, it is possible to finance the same invoices at a later stage if required.
Login to
Straight2Bank
Upload File
Submit for Collection Submit Pre- payment (also refer to as Request
for Finance RFF)
Authorise Check Status
Only when there is related Debit and Credit Note
Login to
Straight2Bank
Prepare
Debit/Credit
Note
Submit to Bank
The activities related to submission of invoices and financing using Straight2Bank Web is shown below
Table of Content – Main Activities (M1-M10)
No Subject Slides
M1 Login to Straight2Bank 8
M2 Set Up RS Report in Info Manager (one-time) 9-12
M3 View RS Report 13
M4 Prepare Invoice Data with Trade CSV Template 14-19
M5 Upload Trade Files 20-21
M6 View Uploaded Files 22-23
M7 Submit Pre-payment (Request for Finance – RFF) 24-27
M8 Authorise Finance Request 28-30
M9 Monitor Status of Finance Request 31-32
M10 Submit for Collection 33-34
No Subject Slides
O1 Submit Credit and Debit Notes 36-39
O2 RFF Profile Automation 40-48
O3 Edit/Complete RFF 49
O4 View All Source Documents 50
O5 View All RFF 51
O6 View Amended Documents 52
O7 PO Ledger 53
O8 Invoice Ledger 54
O9 Cancel RFF 55
Table of Content – Other Activities (O1-O9)
Login to Straight2Bank
Go to https://s2b.standardchartered.com
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
Set Up RS Report – One Time Activity (1)
Setting up Receivables Services Report
Mouse Over
• Trade Finance
• Reports
• Info Manager link
Click on Manage Reports
• Select System Adhoc Reports option
• Click OK button
• Look for the Receivables Services Report
• Select the report and click on Create Adhoc Report button
.
Set Up RS Report – One Time Activity (2)
• Input your Customer Id or use the wildcard % symbol and Input “1%” in the
Search by Customer Id field
• Click Search button next to that field
• Click OK button when this pop up window confirms that search is complete
On the Filter Settings Tab
• Click on the drop down arrow and select the
relevant Customer ID if you are managing multiple
entities
Set Up RS Report – One Time Activity (3)
On the Schedule and Delivery Tab
Report Name*: Input a name e.g. “RS Report”. Use a name that will help easily identify this report which will be saved with all your other report templates under the “Manage Report” link.
Start Date*: Input Today’s date (DD/MM/YYYY) or select a date from the calendar End Date*: Leave blank for ongoing reports or input an end date (DD/MM/YYYY)
Delivery Channel*: Click on drop down arrow and select Straight2Bank Message Centre.
Alternatively select the Email option and input email address where this report will be delivered.
Once completed, click Save Report button to see the confirmation screen
Set Up RS Report – One Time Activity (4)
View RS Report
The RS report will be generated and delivered based on your set up to
Straight2Bank Message Centre OR Directly to your email box.
Prepare Invoice Data (1)
Overview
Bank requires certain invoice information in order to provide RS Financing. This includes information relating to your buyers, data on the underlying trade transactions and in some countries information for sanctions 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 .
Preparing Invoice Data with Trade CSV Template (2)
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. “1000101268”
Column N - Supplier Name : Input your Company Name e.g. “ABC Pte Ltd”
The fields that require changes are
Column B – Invoice No : Input your Invoice Number e.g. “D412225”
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. “1000837495”
Column H – Currency : Specify your Invoice Currency e.g. “SGD”
Column I - Amount : Provide Invoice Amount e.g. “1000.80”
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.
Preparing Invoice Data with Trade CSV Template (3)
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 Carrier 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
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
** The information required for sanction is different for every country, please contact your implementation team to confirm
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
Click OK when prompted with this message
Click Yes when prompted with this message
Prepare Invoice Data –Save File in CSV format (5)
Upload Trade Files (1)
Mouse Over
• Trade Finance
• Transactions
• Document Manager Utilities Click on Upload File link
Select the Upload Non-EDI File link
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
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
Possible File Statuses
• Submitted
• Files sent for processing
• Processed by TDM
• Files successfully uploaded
• Rejected
• Errors during upload
Click on the hyperlink under File Reference No. to view details
Should you see a ‘Rejected’ status, please contact Straight2Bank Client Services for assistance.
View Uploaded Files (2)
User can check that the total number of invoices processed tallies with their original
uploaded file
Submit Prepayment (1) – Request for Finance
To request for financing, you need to submit a pre-payment request to the bank.
Mouse Over
• Trade Finance
• Transactions
• Receivables Services
Click on Submit Prepayment link
Submit Prepayment (2)
• 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 All the invoices that are eligible for financing will be displayed here
u
u
Submit Prepayment (3)
• 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
A request for finance (RFF) with the invoice(s) selected will be created
Submit Prepayment (4)
• 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
You can review details of the RFF before completing.
Authorise 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
• 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
Summary of all finance request that requires authorisation will be displayed
Authorise Finance Request (2)
• 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
Authorise Finance Request (3)
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
RFF Status What it means
Draft Finance request created and saved in ‘draft’ mode Pending Approval Finance request completed, pending authorisation
Partially Approved Finance request has been authorised by at least one approver; pending authorisation from next approver(s) according to signing matrix set up
Fully Approved Finance request has been authorised by all the approvers required Rejected by Approver Finance request has been rejected by approver.
Not Cancelled Request for Cancellation not successful.
Cancelled Request for Cancellation successful
Pending Cancellation Request for Cancellation being processed.
Submitted Finance request submitted to bank after final approval
Received by Bank Finance request received by the Bank successfully. This status is most applicable for finance request with future date
Under Processing Finance request being processed
Completed Finance requested completed ( Full Financing) Partly Completed Finance requested completed ( Partial Financing) Rejected Finance request has been rejected by bank
Monitor Status of Finance Request (2)
Submit for Collection (1)
Collection of invoices is a one of the service provided to Receivables Services clients.
To provide details of the invoice to the bank, clients can submit the invoices information through below link
Mouse Over
• Trade Finance
• Transactions
• Receivables Services
Click on Submit for Collection link
Submit for Collection (2)
All invoices that have not been submitted to the bank will be available here. If you have submitted the invoice for pre-payment, it will not be available for further collection.
• To review details of the invoice, click on Document No hyperlink
• Select All or next to individual transaction.
You can select transactions across multiple pages
• Click on the Submit to Bank button
• The next screen will confirm that the invoice(s) have been successfully submitted
This section explains the other activities available for the Receivables clients.
OTHER ACTIVITIES
Submit Credit and Debit Notes (1)
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.
• For Document Level Financing, the Credit and Debit Notes will be tied to an invoice provided earlier
• 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
Submit Credit and Debit Notes (2)
• Click on Credit Note or Debit Note option to open the
template Mouse Over
• Trade Finance
• Transactions
• Document Manager
Click on Create Documents link
Submit Credit and Debit Notes (3)
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
The guide will show completion of credit note but the process for debit note is similar
Submit Credit and Debit Notes (4)
Mouse Over
• Trade Finance
• Transactions
• Receivables Services or Portfolio Receivables Services Click on Submit Credit Note or Submit Debit Note link
• All eligible Credit and Debit Notes will be displayed here
• Select All or next to individual transaction.
• Click on Submit to Bank button
RFF Profile Automation (1)
What is this function used for?
The steps of Submit Prepayment (slides 24-25) 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
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
RFF Profile Automation (3)
Step 1: Programme Type Selection
• Select Programme = Receivables Services or Portfolio Receivables Services
• Select Programme Type= Post Shipment
• Select Programme Sub Type = Pre-
Acceptance (if your document is Invoice) or Post Acceptance (if your document is
Accepted Invoice)
• 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
There are 6 steps required to define the RFF profile
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
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.
• 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
RFF Profile Automation (5)
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
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 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.
5000. 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. 200. 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
RFF Profile Automation (7)
Step 6: Name and Description
• You have complete 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
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
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)
Edit/Complete RFF
• 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
On the Receivables Services Tasks bar
View All Source Documents
On the Receivables Services 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
View ALL RFF (Request for Finance)
On the Receivables Services 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
View Amended Documents
On the Receivables Services 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.
PO Ledger
On the Receivables Services 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
Invoice Ledger
On the Receivables Services 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
Cancel RFF
On the Receivables Services 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
