Westpac WinTrade® User Guide Import Collections · User Guide Import Collections Page 10 of 64 Version 1.1 View an Import Collection Follow the steps below to view an Import Collection

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

Westpac WinTrade® User Guide

Import Collections

User Guide Import Collections

Page 2 of 64 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 Import Collection Screens ...............................................................................7

View an Import Collection .............................................................................................9

Overview................................................................................................................................................................9 View an Import Collection ..........................................................................................................................10 View / Download Images Attached to an Import Collection......................................................12

Pay/Dishonour an Import Collection.........................................................................18

Overview..............................................................................................................................................................18 Pay/Dishonour a Sight Import Collection ...........................................................................................19 Approve a Payment/Dishonour for a Sight Import Collection ..................................................30 Advise Westpac if the Term Import Collection will be Accepted .............................................34 Approve Advice to Westpac if the Term Import Collection will be Accepted ....................38 Pay a Term Import Collection ...................................................................................................................41 Approve a Payment for a Term Import Collection ..........................................................................52

Generate Reports for Import Collections .................................................................56

Overview..............................................................................................................................................................56 Import Collection Status Report ..............................................................................................................56 Import Collection Payment Report .........................................................................................................57 Import Collection Amendment Report .................................................................................................57 Import Collection Issuance Report .........................................................................................................58 Import Consolidated Activity Report .....................................................................................................58 Generate Reports for Import Collections ............................................................................................59 Summary of Filter and Sort Types for Reports .................................................................................64



Introduction

About this Guide

Import Documentary Collections can open up new opportunities to do business with overseas suppliers, quicker, simpler and with less risk.

This guide explains how to use Westpac WinTrade to:

■ View an Import Collection.

■ Pay an Import Collection.

■ Generate detailed reports.

Features Westpac WinTrade makes managing Import Collections quicker and easier.

With a few simple clicks on Westpac WinTrade, you can meet the needs of your suppliers and enable them to proceed with confidence.

With Westpac WinTrade you can:

■ View Import Collections as and when required

■ Pay Import Collections

■ Receive secure messages from Westpac

■ Generate detailed transaction reports.

Further Information

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

If you require assistance on using Import Collections, please contact your International Business Team.



Process Flow The status of the Import Collection is displayed at all times on the Manage collections screen. This allows you to monitor its progress.

Is Import Collection Sight or Term?

View Import Collection and attached documents Doc Type: Issue Status: Released

Westpac processes transaction Doc Type: Payment Status: Released

Provide Westpac with instructions ■ Pay or ■ Dishonour If pay: Doc Type: Payment Status: Received

Sight

At maturity Westpac sends customer pre-maturity advice requesting payment instructions ■ Pay, ■ Dishonour and/or ■ Provide settlement instructions If pay: Doc Type: Payment Status: Acceptance

Term

Import Collection received Doc Type: Issue Status: Released

Provide Westpac with instructions ■ Accept, ■ Pay, ■ Dishonour and/or ■ Provide settlement instructions If pay: Doc Type: Payment Status: Received

Westpac processes transaction Doc Type: Payment Status: Released



Action buttons

These are the buttons on the Manage Collections screen that allow you to carry out actions on Import Collections.

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

Button Function

Accept and/or pay

This button is used to accept and pay an Import Collection.

Documents This button is inactive and greyed out. It is not used for Import Collections.

Images This button is used to view document images attached to an Import Collection. 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 will display the Remittance for Import Collection for Import Collection amendments and the Collection Payment for payments. It will be inactive and greyed out for Issued Import Collections. To view the Import Collection Schedule, click on the Correspondence button when viewing or paying an Import Collection.

Delete This button is used to delete a payment for an Import Collection while the status is either Incomplete or In process.

Edit This button is used to edit a payment for an Import Collection while the status is either Incomplete or In process.

If an approver does not approve a payment and rejects it, the status will become Rejected. This button is then used to edit the rejected payment.

Create new This button is inactive and greyed out as Westpac WinTrade users cannot create Import Collections.

Create similar This button is inactive and greyed out as Westpac WinTrade users cannot create Import Collections.

Approve This button is used to approve an Import Collection payment and send the transaction to Westpac.



Buttons on Other Import Collection Screens

Once you process transactions from the Manage Collections screen there is the following common set of buttons at the bottom of each of these screens.

Note: If the button is greyed out, the function for that button is not available at that time.

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

Button Function

Previous record If there are previous similar transactions on an Import Collection (e.g. payments), 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 Import Collection (e.g. payments), 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. The button is inactive if there are no previous similar transactions.

Correspondence This button allows you to view the Import Collection Schedule and other correspondence from Westpac, e.g. Collection schedule of Payment and Collection Acceptance.

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

Print preview This button will display the Remittance for Import Collection for Import Collection amendments and Collection Payment for payments. It will be inactive and greyed out for Issued Import Collections. To view the Import Collection Schedule, click on the Correspondence button when viewing or paying an Import Collection.

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

Save as template

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

Save as draft This button allows you to save an Import Collection payment before completing all the mandatory fields. Once the payment is saved as a draft, the status becomes Incomplete.



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

Approve This button is used to approve the payment of an Import Collection or advice to Westpac if a term Import Collection will be accepted.



View an Import Collection

Overview

An Import Collection is facilitated by the overseas supplier preparing the documents to export goods and submitting them to their local bank. The overseas bank then processes the documents and forwards them to Westpac.

Westpac enters the Import Collection into Westpac WinTrade and electronically notifies the customer that an Import Collection has been forwarded to them.

The procedure to view an Import Collection is covered on the following pages.



View an Import Collection

Follow the steps below to view an Import Collection.

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 Import Collection from the drop down menu in the Transaction Types field.

Click on the Westpac reference link of the Import Collection.

Note: The transaction will have Issue as the type.

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



2. View the information on this screen.

Note: The Correspondence and Comments buttons indicate that there is information attached to them. To view this information, click on the buttons. The Correspondence button will display the Import Collection Schedule and the Collection Authority, and the Comments button will display Westpac's release note sent to the overseas bank.

Click on the Cancel button.

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

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



View / Download Images Attached to an Import Collection

Follow the steps below to view and/or download document images attached to an Import Collection.

Step Action

1. From the Manage Collections screen with the Transactions tab selected, click on the radio button of the required Import Collection, then click on the Images button.

Result: The Images – Manage document images for the selected transaction screen will be displayed.



2. To view the document images, click on the Customer Documents link.

Result: The scanned documents will be displayed in a Microsoft Internet Explorer® window.



3. View the document images.

Note 1: It will be necessary to use the scroll bar to view all the images.

Note 2: To save, print, email or save an image in your pictures folder, place

your cursor over the required image. A menu bar ( ) will be displayed. Take the action as required, using normal office procedures. The document image will be saved or emailed as a .jpg file.

Note 3: The image/s can also be printed by clicking on File on the menu bar and printing using normal office procedures.

When you have finished viewing the images, click on the close button ( ) at the top right of the screen.

Result: The Images – Manage document images for the selected transaction screen will be displayed again.

4. Do you wish to download the document images to your computer?

If Yes, go to the next Step.

If No, go to Step 10.



5. Click on the radio button in front of the Customer Documents link, then click on the Download button.

Result: A File Download window will be displayed.

6. Click on the Save button.

Result: A Save As window will be displayed.



7. Navigate to the desktop or folder you wish to save the document images in using the Save in field drop down menu.

If required, change the name in the File name field.

Click on the Save button.

Result: A Download complete window will be displayed.

8. Click on the Close button.

Result: The document images will be saved as a .zip file on the desktop or in the folder nominated in the previous step, and a blank Microsoft Internet Explorer® screen will be displayed.



9. Click on the button to close this screen.

Result: The Images – Manage document images for the selected transaction screen will be displayed again.

10. Click on the Close button.


This is the end of the process to view and/or download images attached to an Import Collection.



Pay/Dishonour an Import Collection

Overview

Payment procedures are different for sight and term Import Collections.

Sight Import Collections

Sight Import Collections are paid when the Type of the transaction is Issue and the Status is Released.

There are two parts to paying a sight Import Collection. The payment is entered into Westpac WinTrade, and then it is checked and approved before it is sent to Westpac.

The procedure to pay a sight Import Collection starts on the next page.

Term Import Collections

Advice

The customer advises Westpac if the term Import Collection will be accepted or dishonoured before the maturity date. These instructions are provided when the Type of the transaction is Issue and the Status is Released.

There are two parts to advising Westpac if the term Import Collection will be accepted or dishonoured. The advice is entered into Westpac WinTrade, and then it is checked and approved before it is sent to Westpac.

The procedure to advise Westpac if the term Import Collection will be accepted or dishonoured starts on page 34.

Payment

Three business days before the maturity date, Westpac will send a secure message to the customer advising the transaction is due for payment.

Note: This will not occur if the customer advised that the transaction would be dishonoured.

Term Import Collections are paid when the Type of the transaction is Payment and the Status is In process.

There are two parts to paying a term Import Collection. The payment is entered into Westpac WinTrade, and then it is checked and approved before it is sent to Westpac.

The procedure to pay a term Import Collection starts on page 41.



Pay/Dishonour a Sight Import Collection

Follow the steps below to pay/dishonour a sight Import Collection.

Step Action

1. This procedure starts from the Manage Collections screen with the Transactions tab selected.


Click on the radio button in front of the sight Import Collection to be paid.

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

Click on the Accept and/or pay button.

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



2. Review the information on this screen.

When you have reviewed the information on this screen, click on the Part 2 – Acceptance link at the top left of the screen or the Continue to Part 2> link.

Result: The Import collections – Payment – In process – Part 2 of 3 – Acceptance screen will be displayed.



3. Under the To Westpac: heading, select either the Accept relative bill of exchange or Dishonour documents radio button.

If you clicked on the Dishonour documents radio button:

■ type the reasons for refusal in the Additional Instructions field, then

■ go to Step 12 on page 28.

Note: If you clicked on the Dishonour documents radio button, the remaining buttons, radio buttons and fields will be greyed out and inactive.

If you clicked on the Accept relative bill of exchange radio button, select one of the radio button options in the Disposal of documents section.

Note: If you select the Enter details below option, you will need to type the disposal of documents instructions in the Additional Instructions field.

In the Account for charges section, select the relevant account from the Account to debit for charges field drop down menu.

Note: If an account is not selected, Westpac will deduct the charges from the debit account.

Type any other additional instructions in the Additional Instructions field, e.g. if payment is made by a method other than from your account.

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

Result: The Import collections – Payment – In process – Part 3 of 3 – Payment instructions screen will be displayed.



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

Result: The Document for collection – Account details screen will be displayed.



5. Is the amount to be paid from your account?

If No, select the option Refer to Additional Instructions in the Account Number field from the drop down menu, then go to Step 12 on page 28.

If Yes, 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 Import Collection.

Note: If the Import Collection 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', as shown in the example below.


Result: The Import collections – Payment – In process – Part 3 of 3 – Payment instructions screen will be displayed again.



6. Do you require currency conversion for this Import Collection?

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


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



7. The currency in the Currency field will default from the Import 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 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 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.


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

If Yes, repeat Steps 6 and 7 for these foreign exchange instructions.

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

If No, go to the next Step.



9. Note: The foreign exchange instruction(s) entered in Steps 6 and 7 are shown in the List of foreign exchange instructions table.

Do you wish to request Trade Finance to pay for this Import Collection?

If Yes, Click on the New button below the Trade finance request table.


Result: The Document for collection – Trade Finance request screen will be displayed.



10. The currency in the Currency field will default from the Import Collection. If required, it can be changed to domestic currency.

Type the amount of finance requested in the Amount field.

Type the number of days trade finance is requested in the Days of finance field, OR

Select the loan maturity date from the calendar or type it in the Maturity date field.





11. Note: The trade finance request entered in Steps 9 and 10 are shown in the Trade finance request table.

Save or approve the payment/dishonour.

To save the payment/dishonour, 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 payment/dishonour, click on the Approve button.

WARNING! Approving the payment/dishonour 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.



12. 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.

13. Note: The Type of the transaction has changed from Issue to payment if the transaction has been accepted, or to Dishonour if the transaction was dishonoured. In both cases, the Status has changed from Released to In process.

This is the end of the first part of the procedure to pay/dishonour a sight Import Collection.

Note: The payment/dishonour needs to be approved before it will be sent to Westpac.



Approve a Payment/Dishonour for a Sight Import Collection

Follow the steps below to approve a payment/dishonour for a sight Import Collection.

Note 1: When approving a payment/dishonour, no changes can be made to the screens.

Note 2: If the payment was dishonoured, it must still be approved so it can be sent to Westpac.

Step Action

1. There are two ways to approve a payment/dishonour for a sight Import 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 payment/dishonour, click on the radio button in front of the Import Collection to be paid/dishonoured, and then on the Approve button. If this is done, the Approve window will be displayed. Follow the procedure to approve or reject the transaction as given in the Orientation and Common Procedures User Guide.

WARNING! The above procedure could release the Import Collection payment/dishonour with errors as it has not been checked.

From the Manage Collections screen with the Transactions tab selected, click on the Westpac reference link of the Import Collection payment/dishonour that you want to approve.

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




2. Review this screen for accuracy before proceeding.

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

Result: The Import collections – Payment – In process – Part 2 of 3 –Acceptance screen will be displayed.




Is the payment accepted?

If Yes, click on the Part 3 - Payment link at the top left of the screen or the Continue to Part 3> link.

Result: The Import collections – Payment – In process – Part 3 of 3 – Payment instructions screen will be displayed. Go to the next step.

If No, click on the Approve button.

Note: If the payment was dishonoured, no data will be entered on the Import collections – Payment – In process – Part 3 of 3 – Payment instructions screen.

Result: The Approve window will be displayed. Go to Step 5.




Click on the Approve button.

Result: The Approve window will be displayed.

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



Advise Westpac if the Term Import Collection will be Accepted

Follow the steps below to advise Westpac if the term Import Collection is accepted or dishonoured.

Step Action



Click on the radio button in front of the term Import Collection you are providing advice for.

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

Click on the Accept and/or pay button.

Result: The Import collections – Term payment – In process – Part 1 of 3 – Summary information screen will be displayed.



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

Result: The Import collections – Term payment – In process – Part 2 of 3 – Acceptance screen will be displayed.



3. Under the To Westpac: heading, select either the Accept relative bill of exchange or Dishonour documents radio button.

If you clicked on the Dishonour documents radio button, type the reasons for refusal in the Additional Instructions field.

Note 1: The remaining buttons, radio buttons and fields will be greyed out and inactive.

Note 2: There is no need to go to the Import collections – Term payment – In process – Part 3 of 3 – Payment instructions screen as the only buttons that will be active are the action buttons that are active at the bottom of the current screen.

Save or approve the advice.

To save the advice, click on the Save button.


To approve the advice, click on the Approve button.

WARNING! Approving the advice 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.





5. Note: A new record has been added to the screen with the type of the transaction as Acceptance if the transaction has been accepted, or to Dishonour if the transaction was dishonoured. In both cases, the status will be In process.

This is the end of the first part of the procedure to advise Westpac if the term Import Collection is accepted or dishonoured.

Note: The advice must be approved before it will be sent to Westpac.



Approve Advice to Westpac if the Term Import Collection will be Accepted

Follow the steps below to approve the advice to Westpac if the term Import Collection is accepted or dishonoured.

Note 1: When approving instructions, no changes can be made to the screens.

Note 2: If the documents were dishonoured, the instructions must still be approved so they can be sent to Westpac.

Step Action

1. There are two ways to approve the advice to Westpac if the term Import Collection is accepted or dishonoured. 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 advice, click on the radio button in front of the Import Collection, and then on the Approve button. If this is done, the Approve window will be displayed. Follow the procedure to approve or reject the transaction as given in the Orientation and Common Procedures User Guide.

WARNING! The above procedure could release the advice to Westpac with errors as it has not been checked.

From the Manage Collections screen with the Transactions tab selected, click on the Westpac reference link of the Import Collection you are approving payment instructions for.

Note: The transaction must have an Acceptance or Dishonour type and an In process status.

Result: The Import collections – Term payment – In process – Part 1 of 3 – Summary information screen will be displayed.





Result: The Import collections – Term payment – In process – Part 2 of 3 –Acceptance screen will be displayed.



3. Review this screen to ensure the instructions to Westpac are correct.

Note: There is no need to go to the Import collections – Term payment – In process – Part 3 of 3 – Payment instructions screen as no data could be entered on this screen when the term Import Collection was accepted or dishonoured.






Pay a Term Import Collection

Follow the steps below to pay a term Import Collection.

Note: Payment cannot be made until three days before maturity. Three days before maturity, Westpac will send a Pre-Maturity Advice to the customer. The transaction will have a Payment type and an In process status.

Step Action



Click on the radio button in front of the Import Collection to be paid.

Note: The transaction type will be Payment and the status In process.

Click on the Edit button.





If required, click on the Correspondence and/or Comments button(s) to review information.

When you have reviewed the information required on this screen, click on the Part 2 – Acceptance link at the top left of the screen or the Continue to Part 2> link.

Result: The Import collections – Payment – In process – Part 2 of 3 – Acceptance screen will be displayed.



3. Note: A payment for a term Import Collection cannot be dishonoured in Westpac WinTrade. If customers wish to dishonour these payments, they should contact their International Service Team.

If required, under the Disposal of documents section, click on the radio button for the Enter details below option and type the appropriate details in the Additional Instructions field.

In the Account for charges section, select the relevant account from the Account to debit for charges field drop down menu.

Note: If an account is not selected as shown in the example below, Westpac will deduct the charges from the same account as the proceeds.

Type any other additional instructions in the Additional Instructions field, e.g. if payment is made by a method other than from your account.





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

Result: The Document for collection – Account details screen will be displayed.



5. Is the amount to be paid from your account/s?

If No, select the option Refer to Additional Instructions in the Account Number field from the drop down menu, then go to Step 12 on page 50.

If Yes, 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 Import Collection.

Note: If the Import Collection 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', as shown in the example below.





6. Do you require currency conversion for this Import Collection?

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


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



7. The currency in the Currency field will default from the Import 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 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.


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

If Yes, repeat Steps 6 and 7 for these foreign exchange instructions.

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

If No, go to the next Step.



9. Note: The foreign exchange instruction(s) entered in Steps 6 and 7 are shown in the List of foreign exchange instructions table.

Do you wish to request Trade Finance to pay for this Import Collection?

If Yes, Click on the New button below the Trade finance request table.


Result: The Document for collection – Trade Finance request screen will be displayed.



10. The currency in the Currency field will default from the Import Collection. If required, it can be changed to domestic currency.

Type the amount of finance requested in the Amount field.

Type the number of days trade finance is requested in the Days of finance field, OR

Select the loan maturity date from the calendar or type it in the Maturity date field.





11. Note: The trade finance request entered in Steps 9 and 10 are shown in the Trade finance request table.

Save or approve the payment.

To save the payment, click on the Save button.


To approve the transaction, 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 the transaction as given in the Orientation and Common Procedures User Guide.




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

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

This is the end of the first part of the procedure to pay a term Import Collection.

Note: The payment needs to be approved before the payment is complete.



Approve a Payment for a Term Import Collection

Follow the steps below to approve a payment for a term Import Collection.

Note 1: When approving a payment, no changes can be made to the screens.

Note 2: If the payment was refused, it must still be approved so it can be sent to Westpac.

Step Action

1. There are two ways to approve a payment for a term Import 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 payment, click on the radio button in front of the term Import Collection 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 the transaction as given in the Orientation and Common Procedures User Guide.

WARNING! The above procedure could release the term Import Collection payment with errors as it has not been checked.

From the Manage Collections screen with the Transactions tab selected, click on the Westpac reference link of the term Import Collection payment that you want to approve.

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





If required, click on the Correspondence and/or Comments button(s) to view this information.


Result: The Import collections – Payment – In process – Part 2 of 3 –Acceptance screen will be displayed.














Generate Reports for Import Collections

Overview

There are five reports Westpac WinTrade can generate regarding Import 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:

■ Import Collection Status Report,

■ Import Collection Payment Report,

■ Import Collection Amendment Report,

■ Import Collection Issuance Report, and

■ Import 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.

The procedure to generate reports for Import Collections starts on page 60 of this user guide.

Import Collection 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



Import Collection 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

Import Collection Amendment Report

The Collection Amendment Report shows the following columns:

■ Applicant Party

■ Drawer/Exporter




■ Currency

■ Amount

■ Base Amount

■ Tenor

■ Days

■ Sequence Number



Import Collection Issuance Report

The Collection Issuance Report shows the following columns:

■ Applicant Party

■ Drawer/Exporter




■ Currency

■ Amount

■ Base Amount

■ Tenor

■ Days

■ Collecting Bank

■ Drawee

Import 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 Balance

■ Unconfirmed Balance

■ Expiry Date

■ Maturity Date



Generate Reports for Import Collections

Follow the steps below to generate reports for Import 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.

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

Click on the Continue button.

Result: The Prepare reports – List of import collection 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 64.

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 import collection 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 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.



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 import collection reports 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 Back button and go back to Step 3.

If No, click on the Close button.

Result: The Manage Collections screen will be displayed again.

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



Summary of Filter and Sort Types for Reports

Report Filter Type Sort Type

Import Collection Status Report

Transaction Date

Transaction Number

Amount

Transaction Number

Import Collection Payment Report

Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount

Import Collection Amendment Report

Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount

Import Collection Issuance Report

Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount

Import Consolidated Activity Report

Transaction Date

Transaction Number

Amount

Transaction Number

Transaction Date

Amount