CommBiz TradeXchange Reference Manual

Transcription

TRADE FINANCE
CommBiz TradeXchange Reference Manual
Table of Contents
1. GLOSSARY OF COMMON TERMS ..................................................................................................................................... 4
2. IMPORT CLIENTS ............................................................................................................................................................. 5
2.1 Setup Databases ................................................................................................................................................................ 5
2.1.1 Advising Bank Database .......................................................................................................................................... 5
2.1.2 Beneficiary Database .............................................................................................................................................. 6
2.1.3 Text Clauses Database ............................................................................................................................................ 7
2.1.4 Models Maintenance Database .............................................................................................................................. 9
2.2 Import Documentary Letter of Credit ............................................................................................................................... 10
2.2.1 Initiate an Import Documentary Letter of Credit ................................................................................................... 10
2.2.2 Create and use an Import Documentary Letter of Credit Model ........................................................................... 14
2.2.2 Authorise an Import Documentary Letter of Credit ............................................................................................... 16
2.2.3 Amending an Import Documentary Letter of Credit .............................................................................................. 17
2.2.4 Viewing and Printing Import Documentary Letter of Credit details ...................................................................... 19
2.2.5 Responding to incoming messages ....................................................................................................................... 19
2.3 Import Documentary Collections ..................................................................................................................................... 22
2.3.1 How to view Documentary Collections .................................................................................................................. 23
2.3.2 How to create a Documentary Collections Inquiry for the Bank ........................................................................... 23
2.3.3 Pay/Accept/Reject/Cancel a Documentary Collection .......................................................................................... 25
2.3.4 Payment and Document disposal instructions ...................................................................................................... 27
2.4 Trade Advance request .................................................................................................................................................... 27
2.5 Transaction Inquiry .......................................................................................................................................................... 30
2.6 Payment Inquiry ............................................................................................................................................................... 32
2.7 The Message Centre ......................................................................................................................................................... 34
2.8 General Reporting ............................................................................................................................................................ 35
2.9 Storing Purchase Order (PO) information ........................................................................................................................ 36
2.9.1 Uploading a Purchase Order file ........................................................................................................................... 36
2.9.2 Reviewing an uploaded Purchase Order file .......................................................................................................... 38
2.9.3 Adding Purchase Order records manually ............................................................................................................. 39
2.9.4 Modifying a Purchase Order record ...................................................................................................................... 41
2.9.5 Deleting a Purchase Order record ......................................................................................................................... 41
2.9.6 Viewing a Purchase Order record .......................................................................................................................... 41
2.9.7 Searching for a Purchase Order record - Unused .................................................................................................. 42
2.9.8 Searching for a Purchase Order record - Used ...................................................................................................... 42
3. EXPORT CLIENTS ............................................................................................................................................................ 44
3.1 Setup “Party” records....................................................................................................................................................... 44
3.1.1 Drawee records ..................................................................................................................................................... 44
3.1.2 Freight Forwarder records ..................................................................................................................................... 45
3.1.3 Banks records ........................................................................................................................................................ 46
3.1.4 In Case of Need...................................................................................................................................................... 47
3.2 Export Documentary Collections ...................................................................................................................................... 48
3.2.1 Initiate a Regular Export Documentary Collection ................................................................................................ 48
3.2.2 Authorise a Regular Export Documentary Collection Transaction ........................................................................ 50
3.2.3 View and Print a Regular Export Documentary Collection Transaction ................................................................ 50
3.2.4 Initiate a Direct Export Documentary Collection ................................................................................................... 51
3.2.5 Authorise a Direct Export Documentary Collection Transaction ........................................................................... 52
3.2.6 View and Print a Direct Export Documentary Collection Transaction ................................................................... 53
3.2.7 Initiate an Amendment to an Export Documentary Collection ............................................................................. 54
3.2.8 Authorise Amendment to an Export Documentary Collection .............................................................................. 55
3.2.9 Initiate a Cancellation/Close an Export Documentary Collection .......................................................................... 55
3.2.10 Authorise a Cancellation/Close an Export Documentary Collection .................................................................... 56
3.2.11 Initiate a Special Tracer Request for an Export Documentary Collection ............................................................ 57
3.2.12 Authorise a Special Tracer Request for an Export Documentary Collection ........................................................ 58
3.3 Cover Letter for Export Documentary Letter of Credits .................................................................................................... 58
CommBiz TradeXchange Reference Manual www.commbiz.com.au
© Commonwealth Bank of Australia 2007 ABN 48 123 123 124
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3.3.1 Create a cover letter for an Export Documentary Letter of Credit advised by CBA ............................................... 58
3.3.2 Authorise and Print a cover letter for an Export Documentary Letter of Credit advised by CBA .......................... 61
3.3.3 Create a cover letter for an Export Documentary Letter of Credit advised by another Bank ................................ 64
3.3.4 Authorise and Print a cover letter for an Export Documentary Letter of Credit advised by another Bank ........... 67
3.4 Transfer a Export Documentary Letter of Credit .............................................................................................................. 69
3.4.1 Initiate a Transfer of an Export Documentary Letter of Credit .............................................................................. 69
3.4.2 Authorise a Transfer Export Documentary Letter of Credit request ...................................................................... 71
3.5 Transaction Inquiry .......................................................................................................................................................... 71
3.6 Payment Inquiry ............................................................................................................................................................... 74
3.7 The Message Centre ......................................................................................................................................................... 76
3.8 General Reporting ............................................................................................................................................................ 77
3.9 Generating a Export Services Report ............................................................................................................................... 80
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Introduction
Welcome to CommBiz TradeXchange. This reference manual is aimed at providing you with the information you will need to be able to
navigate and process Trade Finance transactions online.
Please note, in order for you to use the functionality within CommBiz TradeXchange you will need to have been established by the Bank
to do so. For further information on how to enable your CommBiz access to utilise TradeXchange contact the CommBiz helpdesk on
132339.
If you have any Trade Finance specific questions in relation to completing a transaction within CommBiz TradeXchange you can contact
the CommBiz Helpdesk on 132339 who will arrange for you to speak to a Trade Finance specialist.
1. Glossary of Common Terms
The following table lists some of the common terms used within this instruction manual.
Term
AAP1
AMDIMP
APPR
DCTPRE
DCTRSP
DCSPRE
DCSRSP
DISADV
ENTR
ISSIMP
LC
MATADV
MATRSP
PEND
PO
RJCT
TRNINQ
Definition
This is a transaction status which identifies the transaction as pending for a second authoriser to
approve.
This stands for Amend a Import Documentary Letter of Credit
This is a transaction status which identifies the transaction as being approved and delivered to the Bank
for processing
Documentary Collection (Term)
Documentary Collection (Term Response)
Documentary Collection (Sight)
Documentary Collection (Sight Response)
This stands for a Discrepancy Advice
This is a transaction status which identifies the transaction as entered, pending approval
This stands for Issue an Import Documentary Letter of Credit
Stands for Documentary Letter of Credit
Maturity Advice
Maturity Advice Response
This is a transaction status which identifies the transaction as pending further details. This is when a
transaction may be saved for further additions/changes before being sent to an authoriser for approval.
This stands for Purchase Order
This is a transaction status which identifies the transaction as being rejected by an authoriser
This stands for Transaction Inquiry
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2. Import Clients
For those clients who are Importers, this section will provide you with instructions around:
Setting up your databases
Performing Transactions
Viewing Transaction details
Uploading Purchase Order Information
2.1 Setup Databases
The Databases contained in Import Services include all parties to a Documentary Letter of Credit (e.g. Beneficiary, Advising Bank) along
with required documentation and description of goods to support the Documentary Letter of Credit.
The databases also contain fields that allow you to add additional and miscellaneous conditions
The Bank creates the Applicant and Issuing Bank parties to a LC.
All database records:
Are retrievable to eliminate the need for repetitive typing
Can be created, modified and deleted as necessary
Are distinguishable by unique acronyms.
Before any application can be initiated, the Beneficiary and Advising bank database records MUST be input into the appropriate
databases. This data cannot be typed directly into an application or modified once retrieved from the database.
Note:
Case is irrelevant – all records will be saved in UPPER CASE
Blank spaces (spacebar) cannot be used in “ID” or “description” fields.
Some characters are not permitted in the databases. These include:
[ \ ] * & % $ # ^ ! { } @ = ; ‘ _
2.1.1 Advising Bank Database
This database contains details of your Suppliers’ Bank. This field is optional in the issuance process.
Adding an Advising Bank Record
From the CommBiz TradeXchange home page select Import Services
Select “Databases”, then “Advising Bank”. The Advising Bank lookup window will be displayed.
Click on “Add”
Complete the following fields as necessary;
Field Name
Advising Bank ID
Advising Bank Name
Advising Bank Address 1
Advising Bank Country
Description
A unique name given to allow you to recognise your Suppliers’ Bank, e.g., supplier in
China, ID could be your suppliers’ “short name” or simply input as “China” if suitable.
Your Suppliers Bank name (if known)
Address if known
As above
As above
A “drop down” menu allows you to select the country easily.
Click on Save. A Sample screen is detailed below.
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2.1.2 Beneficiary Database
This database contains details of your beneficiary(s) (supplier(s)). The Beneficiary record must exist in the database before the application
can be initiated and a Documentary Letter of Credit issued.
Adding a Beneficiary Record
Select “Databases”, then “Beneficiary”. The Beneficiary lookup window will be displayed.
Click on “Add”
Complete fields as necessary;
Field Name
Beneficiary ID
Beneficiary Name
Beneficiary Address 1
Beneficiary Country
Beneficiary’s Advising Bank
Description
A unique name given to allow you to recognise your Supplier, e.g., Supplier in China, ID
could be your Suppliers’ “short name” or simply input as “China” if suitable.
Your Suppliers Business Name
Address
As above
As above
Beneficiary (Supplier) Country.
Beneficiary’s (Suppliers) Bank if Known
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2.1.3 Text Clauses Database
The Text Clauses database stores common clauses that are used within an application. This database contains four categories of text
clauses;
1.
2.
3.
4.
Other Documents. For your standard required documentation (e.g., Commercial Invoices, Bills of Lading, Packing List, etc).
Goods Description. Basic description of goods being imported (supplied).
Additional Conditions. For any special conditions that may apply for individual Suppliers (e.g., Invoice must specify individual unit
prices, etc)
Miscellaneous. Used by you for anything supplier specific (e.g., mixed payment terms like 50 per cent payable at sight, 50 per cent
payable 30 days after bill of lading, etc)
Adding a Text Clause Record
Select “Text Clauses””, the “Text Clause” lookup window will display.
Select the Clause type required from the “Drop down” menu. Click on “Add”
Complete fields as necessary;
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Below is a table which highlights the standard text clauses you should look to setup for use:
Clause Type
Documents
Description
Basic documents
Additional Conditions
Miscellaneous
Insurance - Applicant
Import LC - Acceptance
Text Clause
+COMMERCIAL INVOICE IN DUPLICATE
+PACKING LIST IN DUPLICATE
+PACKAGING DECLARATION IN DUPLICATE
+FULL SET OF CLEAN ON BOARD BILLS OF LADING TO ORDER OF THE SHIPPER AND
ENDORSED IN BLANK MARKED FREIGHT COLLECT.
+ INSURANCE ARRANGED BY APPLICANT
THE FOLLOWING IMPORT LC HAS BEEN ACCEPTED TODAY. PLEASE ACCEPT
PAYMENT AND DOCUMENT DISPOSAL INSTRUCTIONS.
BILL REF:
AMOUNT:
DRAWN UNDER OUR L/C NO :
MATURITY DATE:
EX RATE:
FEC NO:
DEBIT ACCOUNT NO:
DOCUMENT DISPOSAL INSTRUCTIONS:
REMARKS:
Miscellaneous
Import LC – Acceptance
(via TA)
THE FOLLOWING IMPORT LC HAS BEEN ACCEPTED TODAY. WE HEREBY REQUEST
THE BANK TO PROVIDE A TRADE ADVANCE TO US AS FOLLOWS:
BILL REF:
AMOUNT:
MATURITY DATE OF LC:
TRADE ADVANCE FALL DUE DATE:
EXCHANGE RATE (IF APPLICABLE):
DEALER NAME/FORWARD EXCHANGE CONTRACT NUMBER:
DEBIT ACCOUNT ON FALL DUE DATE:
Miscellaneous
Import LC – Payment
THE FOLLOWING IMPORT LC HAS MATURED TODAY, PLEASE PROCESS PAYMENTS.
BILL REF:
AMOUNT:
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Clause Type
Description
Text Clause
EX RATE:
FEC NO:
DEBIT ACCOUNT NO:
DOCUMENT DISPOSAL INSTRUCTIONS (IF REQUIRED):
REMARKS:
Miscellaneous
Import LC – Payment
(via TA)
THE FOLLOWING IMPORT LC HAS MATURED TODAY. WE HEREBY REQUEST THE
BANK TO PROVIDE A TRADE ADVANCE TO US AS FOLLOWS:
BILL REF:
AMOUNT:
TRADE ADVANCE FALL DUE DATE:
REMARKS:
Miscellaneous
Trade Advance Request
WE HEREBY REQUEST THE BANK TO PROVIDE A TRADE ADVANCE TO US AS
FOLLOWS:
-------------------------------------------------------------CURRENCY:
AMOUNT:
FALL DUE DATE:
---------------------------------------------------------------SETTLEMENT OF DOCUMENTARY CREDIT/COLLECTION NO:
---------------------------------------------------------------CREDIT OUR COMMONWELATH BANK ACCOUNT
CURRENCY:
NUMBER:
---------------------------------------------------------------REMIT
CURRENCY:
AMOUNT:
BENEFICIARY NAME:
BANK NAME:
BRANCH NAME:
ACCOUNT NUMBER:
DETAILS OF PAYMENT (E.G. INVOICE NUMBER):
---------------------------------------------------------------DEBIT ACCOUNT ON FALL DUE DATE:
---------------------------------------------------------------EXCHANGE RATE (IF APPLICABLE):
Contact the CommBiz Helpdesk on 132339 who will arrange for you to speak to a Trade Finance specialist for specifics on any further
clause requirements you may have.
2.1.4 Models Maintenance Database
The Models Maintenance database allows you to View, Modify or Delete a model that you have created when preparing an Import
Documentary Letter of Credit.
Modify, Delete or View a Model Record
Select “Models Maintenance””, the “Models Maintenance” lookup window will display.
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If you know the name of the model type it into the search text field and select the ”Search” button. If you are not sure, you can
just select the “Search” button.
The models names will appear in the box below.
Select the model from this box.
If you would like to make a change to the model name, then select the “Modify” button. This does not allow you to change any
of the details specifically within the model. You will need to create a new model (refer section 2.2.2), and then delete the old
model.
If you would like to delete the model from the system, then select the “Delete” button. You will be asked to reconfirm this
action. To do so, select the “Delete” button again.
2.2 Import Documentary Letter of Credit
The “Transactions Desk” is where all new Documentary Letter of Credit Applications are Created, Modified, Amended, Printed and
Approved.
Note: All approval and amendment instructions can only be made by persons authorised within your Company. You as an Individual
User are given specific access rights. TradeXchange will not allow users to approve or amend transactions outside of their “rights”.
This section will cover how you can initiate, authorise, amend, view details and respond to messages (e.g. discrepancies).
2.2.1 Initiate an Import Documentary Letter of Credit
Select “Transactions”. The Import Services Letter of Credit Workdesk window will then be displayed.
From the “New” drop down menu, select Trans Type “ISSIMP” (which stands for Issue Import Documentary Letter of Credit).
The screen below details this.
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A second Window will open (automatically) quoting a New Unique Client Reference Number.
Three Options will be displayed for the Issuance of the Documentary Letter of Credit being:
a) From Template. An empty form with no pre-filled data.
b) Model. Allows you to use a previous application as the basis for a new application
c) Same As. Allows the User to use a pre-approved application. Ideal for initiating a new Documentary Letter of Credit
application request to a regular client, i.e., all regular details for your Supplier/Beneficiary are pre completed.
The screen below details this.
The first Documentary Letter of Credit request will be restricted to “From Template”. Once this first request has been
completed, it can be saved as a “Model” or used for “Same As”, for any future request.
The “Import LC Issuance - New” Window is now ready for input and completion.
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The Application contains a number of ‘drop down’ menus. The following provides an explanation of each field. If you are unsure what
information you should complete, contact the CommBiz Helpdesk on 132339 who will arrange for you to speak to a Trade Finance
specialist for assistance.
Field Name
Issuing Bank
Applicant
Beneficiary
Advising Bank
Latest Shipment date
Presentation Days
Date and Place of Expiry
Amount (Currency)
Not Exceeding
+/Percent
+
/-
Percent
Add Confirmation
Beneficiary Draft Drawn On
Us….
Mixed Payment Details
Deferred Payment Details
Other Documents
Goods Descriptions
Shipping Terms
Partial Shipments
Transshipment
Shipment From
Shipment To
Issuing Bank Charges
Discount Charges
Transferable
Additional Conditions
Our Reference Number
Client Reference Number
Description
Will contain only 1 selection being Commonwealth Bank of Australia.
The field will allow you to choose only 1 selection being the Company that is applying for the Letter of
Credit. It is possible that you may have access to choose from multiple companies.
Will contain all Beneficiary(s) previously input to the database. Refer to Section 2.1 Setting up
Databases. You cannot manually enter information. You must first add the beneficiary to the database.
Will contain all Advising Banks input to the database. Refer to Section 3.1 Setup Databases
Must be dd-mmm-ccyy format, i.e., 05-Mar-2007
Cannot exceed 99 days
Must be in dd-mmm-ccyy format, i.e., 05 Mar 2007. Place of expiry is normally your Beneficiary(s)
Country
Select currency from the drop down menu. Input amount (omitting commas and symbols)
This default selection specifies that the LC is limited to the exact issuance amount.
If the + and – percentage are equal, select this clause and input the number into the open field.
When this clause is selected, the checkbox for the “plus or minus” clause is automatically selected.
Select from one of the two available clauses.
If the + and – percentage are NOT equal, select this clause and input the two unique numbers into the
open fields.
When this clause is selected, the checkbox for the open text field is automatically selected for input.
This required field is needed for specification related to the differing percentages.
The default is “Without”. If the beneficiary’s bank has requested confirmation, other choices include
“May Add” and “Confirm”. These are the only acceptable SWIFT options.
If a draft is required from the beneficiary, choose from one of the three available choices.
Sight: payment is made upon presentation of the required documents.
Time: if “days from” or “to mature on” is used, the beneficiary agrees to provide extended payment
terms. This term payment is made on the maturity date of the accepted draft.
The beneficiary agrees to provide extended payment terms for a portion of the invoice value. This
option splits the payment between sight and time. For example, “25 percent at sight, 75 percent 30
days from date of bill of lading”.
Similar to time payment, but a draft is not required. Payment is expected at a specified period of time
after the presentation of necessary documents
Can be “free typed” into this field or uploaded from the database by simply clicking on “L”
All Incoterms are available for selection. An additional field of 40 characters is provided for the name of
the place or port.
Permitted or Not Permitted
Permitted or Not Permitted
Port of Loading…if additional space is required, use “Additional Conditions”
Port of Discharge… if additional space is required, use “Additional Conditions”
For other charges, select if these are to be paid by beneficiary or applicant. If the issuing bank charges
are to be paid by the beneficiary, please include a clause under “Additional Conditions”.
If discount charges apply, select if these are to be paid by beneficiary or applicant.
If the LC is transferable, select this clause. The bank will attach its standard clause to the issued LC. Do
not insert a transferable clause under “Additional Conditions” since it will be replaced by the bank’s
standard clause.
Will be assigned after the LC is saved.
As inputted by you or auto-assigned by Import Services.
Complete all other details as required. Below are screen snap shots of the fields which make up the Import Documentary Letter of Credit
application.
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Once all fields have been completed, the user can either select one of the following buttons:
- Save: The Application will be “edit checked” to ensure completion. Any errors/omissions will be “highlighted” for
correction. Once edit checks are complete, the Application will be moved to the Letter of Credit Workdesk pending
approval (refer to the section Authorise an Import Documentary Letter of Credit).
- Save No Exit: The Application will be moved to the Workdesk “incomplete” and will be available for completion at a later
date.
- Save Model: The Application will be saved as a “Model” only.
- Update: Saves the Application “as is”, i.e., complete or incomplete, and enables continued inputting.
- Cancel: The Application will be deleted.
2.2.2 Create and use an Import Documentary Letter of Credit Model
Import Services allows you to save data in an issuance or amendment application (template) as a model. When the model is retrieved for
future use, all of the saved data is inserted into the fields except for the amount and the dates. Models reduce the amount of data entry
required for creating new applications.
Saving as a Model
In order to do this, you must have started creating a New Import Documentary Letter of Credit Issuance transaction. Once you have
entered the information you would like to make as your model:
Select “Save Model” from the floating menu.
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In the “Model Name” field, type up to 60 characters for the model name. Provide a name that is applicable to the data saved
within the template AND one that is easily identifiable.
-
Case is irrelevant – all model names will be saved and presented in upper case.
SWIFT illegal characters are not permitted.
Click on “Save” and await the confirmation message. If this message is not received, the model will NOT be saved.
Using a Model
Once you have created a model, you can use the model when creating a new Import documentary Letter of Credit application. To do so,
follow these instructions:
Select “Model” from the “Create” screen.
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Select the pull-down menu for an alphabetical listing of all saved models. Click on the model to be used.
Select “OK” to open the template with the chosen model. You can then complete the application as per the instructions on
how to initiate an Import Documentary Letter of Credit in section 2.2.1
Updating a Model
Follow the procedures for “Using a Model”.
Within the model, make the desired changes.
The model name that was used to start the application will automatically be returned in the “Model Name:” field. Simply click
on “Save” to update the model. Be sure to wait for the return of the confirmation message!
Creating a New Model from an Existing Model
Follow the procedures for “Using a Model”.
Within the model, make the desired changes.
The model name that was used to start the application will automatically be returned in the “Model Name:” field. Simply
delete the existing name and input a new name.
Click on “Save” to save the new model. Be sure to wait for the return of the confirmation message!
For instructions on how to delete a model(s), please see Section 2.1.4.
2.2.2 Authorise an Import Documentary Letter of Credit
In order to send an Application to the Bank, it must first be authorised. The following steps details the process you need to follow:
Select the item by clicking on the checkbox to the left. Note - Only Applications with a status of ENTR are eligible for
authorisation and multiple transactions can be selected.
Select the “Approve” button. Authorised transactions are then moved to “History” with a “done” status. Authorised
transactions cannot be retrieved from the bank.
Once authorised, the Application will be processed by the Bank as a New Documentary Letter of Credit and an Advice of Establishment
(“Advice”) will be forward to your Company upon completion. This Advice will be received in the “Message Centre”. The Import
Documentary Letter of Credit issued will also be visible utilising the “MIS & Images” function (refer to section 2.3 Transaction inquiry for
further steps detailing how you can view the Documentary Letter of credit details).
Below is a sample showing what you will see on the Workdesk screen.
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All authorised transactions can be viewed by selecting “View History” and selecting the “Filter” TAB.
To view and/or print transactions, select the transaction(s) and click on “View Print”. To Print select “Print”. To close the Window select
“Cancel”.
2.2.3 Amending an Import Documentary Letter of Credit
Amendments can be created for any Import Documentary Letter of Credit originating from Import Services and for any open Import
Documentary Letter of Credit that has not originated from Import Services. An example of this is where you originally completed an
Application for Import Documentary Letter of Credit form and submitted it to the Bank. The steps to create an amendment are as
follows:
From the “New” drop down menu, select Trans Type “AMDIMP” (which stands for Amend an Import Documentary Letter of
Credit). The screen below details this.
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Enter the Original Bank Reference number. The number must be exact, and must include any prefix or suffix.
Three Options will be displayed for the Issuance of the Documentary Letter of Credit being:
a) From Template. An empty form with no pre-filled data.
b) Model. Allows you to use a previous application as the basis for a new application
c) Same As. Allows the User to use a pre-approved application.
Note: Your first amendment request must be “From Template”
Select ‘Ok”
A summary page containing details of the “original” Import Documentary Letter of Credit will now be available for changes.
Enter data to be amended in the appropriate fields.
After the application to Amend has been completed, select one of the options on the Menu:
- Save the transaction with Edit Checks. You are returned to the Transactions Desk, and the transaction is saved to
ENTR status.
- Save No Edit Save the transaction without Edit Checks. You are returned to the Transactions Desk, and the
transaction is saved to PEND status. The transaction will be saved to the Workdesk (“Initiate Transactions”) in the
appropriate status pending approval.
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2.2.4 Viewing and Printing Import Documentary Letter of Credit details
Select the item(s) and click on “View Print”.
A new window will open to display the text of the transaction(s). If one or more transactions were selected, they will be
displayed in the same order that they are listed on the “Initiate Transactions” desk – chronological order of creation or receipt.
To view the remaining transactions, use the scroll bar to advance further downward.
To print the items, click on the “Print” button at the top of the window.
To close the window, click on “Cancel”.
2.2.5 Responding to incoming messages
Discrepancy Advice (DISADV) and Transaction Inquiry (TRNINQ) messages are sent by the Bank to you via TradeXchange. You can only
respond to messages that are in a RECV status.
The following steps details where you can go to view these messages and then respond to them back to the bank.
In order to respond to one of these messages, select the transaction and click on “Respond”.
Only one response can be created for each incoming RECV message.
DISADV and TRNINQ messages in RECV status will remain on the Transactions Desk until the response message is approved.
Discrepancy Advice (DISADV)
All incoming DISADV messages in RECV status require a response to the bank site. DISADV messages that have not been responded to,
will remain on the desk forever.
To respond to one Discrepancy Advice, select the item and click on “Respond”. The Discrepancy Response template will
appear.
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Choose to either “waive” or “refuse” the documents by selecting the appropriate clause. By default, the “waive” clause will be
selected.
The “Additional Comments” field is where you should enter you payment and document disposal instructions. You can select
text clauses using the “L” button you would have setup (refer Section 2.1.3) specifically for detailing your payment and
document disposal instructions. The field is limited to 35 lines.
At the bottom of the template, the original text from the DISADV will be available for reference.
When completed, click on “Save” from the floating menu.
The DISRSP message will save in ENTR status. The original DISADV will be moved to History in a DONE status. Should the DISRSP be
deleted before it is approved, the DISADV will automatically be moved from History back to the Transactions Desk so that another DISRSP
can be created. After the DISRSP is approved (sent to the bank), it will be moved to History in DONE status. Once in History, the DISADV
can never be responded to again.
Batch “Respond”
DISADV messages that will have the same response can be responded to in “batch”. One DISRSP message will be created for each
DISADV.
To respond to more than one Discrepancy Advice, select all items that will require the same response and click on “Respond”.
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The batch response template will appear.
Choose to either “waive” or “refuse” the documents by selecting the appropriate clause. By default, the “waive” clause will be
selected.
The “Additional Comments” field is where you should enter you payment and document disposal instructions. You can select
text clauses using the “L” button you would have setup (refer Section 2.1.3) specifically for detailing your payment and
document disposal instructions. The field is limited to 35 lines. Any text inputted into this field must apply to all DISADV
messages chosen during the batching.
The text from the DISADV will not be available for reference when using “batch response”.
When complete, click on “Submit”.
-
One DISRSP message per DISADV will be created in ENTR status.
The original DISADV messages will be moved to History in a DONE status.
After the DISRSP messages are approved (sent to the bank or relay site), it will be moved to History in DONE status.
The DISADV message is available in History in DONE status.
Should the DISRSP be deleted before it is approved, the DISADV will automatically be moved from History back to the
Transactions Desk so that another DISRSP can be created
Once in History, the DISADV can never be responded to again.
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Conditional Acceptance of Documents
If accepting documents with conditions select the “waive” clause on the Discrepancy Response and input the conditions in the
“Additional Comments” text field. Do not use the Discrepancy Response to ask questions on the negotiation. Create a Transaction
Inquiry to make inquiries.
Clean Advices
The Clean Advice (CLEADV) messages are sent to MIS & Images (“General Reporting” – “Documents”).
If you have received a clean advice, you will need to provide the bank with Payment instructions either prior to or at Maturity. To do so,
you will need to follow these steps.
From the “New” drop down menu, select Trans Type “TRNINQ” (which stands for Transaction Inquiry).
Enter the Original Bank Reference number. The number must be exact, and must include any prefix or suffix.
The Transaction Inquiry template will appear.
On the right hand side of the “MESSAGE” field, you will notice the “L” button. This will allow you to select a database record
that you have established earlier. The “Import LC – Payment” database entry should be selected at this point.
Once selected you will see that the “MESSAGE” field will containing the fields you need to complete. Complete the information
as required.
When completed, click on “Save” from the floating menu.
Once this has been saved, you will need to authorize the transaction as per your normal TradeXchange process.
2.3 Import Documentary Collections
The “Transactions Desk” is where all Documentary Collections are Viewed, Changed, Cancel, Responded to, Printed and Approved.
This section will cover how you can view, authorise, change, cancel and respond with Acceptance/Rejection details.
Below is a table which details the various transaction types within the Collections module.
Type
DCTPRE
Description
Documentary Collection (Term)
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Type
DCTRSP
DCSPRE
DCSRSP
MATADV
MATRSP
Description
Documentary Collection (Term Response)
Documentary Collection (Sight)
Documentary Collection (Sight Response)
Maturity Advice
Maturity Advice Response
2.3.1 How to view Documentary Collections
When an Import Collection arrives at the Bank, you will receive an email advice to confirm that you have a Documentary Collection
available to view online.
To view Documentary Collections available on TradeXchange, you will need to follow the steps below:
From the left hand navigation bar, select “Collections”. This will display the Import Services, Documentary Collections
Workdesk.
From this screen you can either
View details – Select item and select “View Print” button
View Images – Under the Invoice/Images column of the transaction in question, select the highlighted details
View Purchase Order Information (if details entered into TradeXchange) – You can view PO information if available by
selecting the highlighted detail under the transactions, “Bank Ref/PO’s” column
You can also view Documentary Collection transaction information via the “MIS & Images” module. Refer to Section 3.5 “Transaction
Inquiry” for further instructions.
2.3.2 How to create a Documentary Collections Inquiry for the Bank
If you would like to make an inquiry to CBA regarding a specific collection, then you can follow these steps:
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Workdesk.
Select the “Transaction Inquiry” from the pull-down menu will change to the following screen.
Input the Bank Reference Number and click “Continue” will change to the following screen
There is a maximum of 50 characters by 35 lines allowed to be input into the message field.
Input the Inquiry into the Message box and click “Save”, the transaction will be in “ENTR” status. This will return you to the
Documentary Collections Workdesk.
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Check the box in front of the transaction and click “Approve” to send it out, then the transaction will disappear from the work
desk. Users can locate the approved transactions by clicking “View History”.
2.3.3 Pay/Accept/Reject/Cancel a Documentary Collection
In order for you to either Pay, Accept, Reject or Cancel a Documentary Collection on TradeXchange, you will need to follow these steps:
Workdesk.
From the Workdesk, select the transaction in question, by placing a tick next to the transaction, then selecting the “Respond”
button. This is shown in the screen below.
This will take you to the response screen as shown below
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From this screen you can enter the details as per your requirements. The table below explains what each field means.
Field
Client Reference
Number
Description
This is number automatically issued by TradeXchange which you can use as your reference for
the transaction
Fee Amount
This is the CBA fee for the processing of the transaction
Pay Partial
If you are only going to pay partial amount of the Collection, you can select this option. You
will then need to indicate the amount you will pay, in the amount field
If you are going to pay the full amount of the Collection, you can select this option.
You can adjust the value date of the payment by completing this field
You can adjust the amount to be paid, if you are paying a partial amount
If you decided to reject the Documentary Collection, you select this option. You will need to
provide a reason for rejecting. You can select from one of the options, or select “Other” and
type the reason
If you decided to cancel the Documentary Collection, you select this option. You will need to
provide a reason for rejecting. You can select from one of the options, or select “Other” and
type the reason
This is where you will need to provide your payment and document disposal instructions
(refer to section 3.3.4 for specific details you need to enter). If you would like to note
additional information in support of the response, you can enter the information in here.
Pay Full
Value Date
Amount
Reject
Cancel
Additional Details
Once you have entered the appropriate instruction click “Save”, which will return you to the Documentary Collection Workdesk
and will show the transaction in “ENTR” status:
Check the box in front of the transaction and click “Approve” to send it out, then the transaction will disappear from the work
desk. You can locate the approved transactions by clicking “View History”.
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2.3.4 Payment and Document disposal instructions
As part of completing your Import Collection response (refer to section 2.3.3) you must provide the Bank with your payment and
document disposal instructions.
This information needs to be provided within the “Additional Details” field. The following details the formats you will need to use, for
the various options (e.g. Sight or Term Collections) available.
Field
Payment at Sight
Description
PLEASE PROCESS THIS DOCUMENTARY COLLECTION AS FOLLOWS:
DEBIT ACCOUNT NO:
REMARKS:
Payment at Sight (via
Trade Advance)
WE HEREBY REQUEST THE BANK TO PROVIDE A TRADE ADVANCE TO US AS FOLLOWS:
FALL DUE DATE:
Payment at Term
PLEASE ACCEPT THIS DOCUMENTARY COLLECTION AS FOLLOWS:
DEBIT ACCOUNT NO:
REMARKS:
WE HEREBY REQUEST THE BANK ON MATURITY OF THIS DOCUMENTARY COLLECTION TO PROVIDE A
TRADE ADVANCE TO US AS FOLLOWS:
FALL DUE DATE:
Payment at Term (via
Trade Advance)
Instructions received by the Bank which do not detail Payment and/or Document disposal instructions may be rejected as the Bank may
not be able to proceed without relevant details. If this does occur you will need to complete the request again (following steps outlined
in Section 2.3.3) detailing the relevant details, as required.
2.4 Trade Advance request
In order to be able to request a Trade Advance using TradeXchange you must:
Have a trade Advance facility already setup with CBA.
Have either initiated an Import Documentary Letter of Credit via TradeXchange or received an Import Documentary Collection
via TradeXchange.
Setup a Miscellaneous clause within your Database for a Trade Advance Request (refer to Section 2.1.3 for details of what you
need to do to complete this).
If you meet the above criteria, you can request a Trade Advance online. To request a Trade Advance you will need to perform the
following steps:
Select “Transactions”. The Import Services Letter of Credit Workdesk window will then be displayed. If you only have Import
Collection transactions, then from the left hand navigation bar, select “Collections”. This will display the Import Services,
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Documentary Collections Workdesk. If you process both Import Letters of Credit and Import Collections, you should stay within
the Import Letter of Credit Workdesk.
From the Workdesk, go to the “New” drop down menu, select Trans Type “TRNING” (which stands for Transaction Inquiry).
After selecting the TRNINQ option, it will automatically take you to a Transaction Inquiry screen. Enter any Bank reference
number you have for a transaction processed via TradeXchange (for the purpose of the request this number will not be linked
to the transaction)
Select “Ok” or “Continue” depending if you are using the Letter of Credit or Collections path.
For Trade Advance Requests initiated via the Letter of Credit option:
You will be taken to the “Transaction Inquiry – New” screen. You will see the screen below. From this screen, you can select
the “L” option (as highlighted). This will allow you to select a clause from your database.
Select the “Trade Advance Request” clause template. Select “OK”. This will fill the message box with the wording from the
database.
You will need to complete the following information into the “Message” field:
-------------------------------------------------------------CURRENCY:
AMOUNT:
FALL DUE DATE:
CURRENCY:
NUMBER:
---------------------------------------------------------------REMIT
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CURRENCY:
AMOUNT:
BENEFICIARY NAME:
BANK NAME:
BRANCH NAME:
ACCOUNT NUMBER:
Once all information is completed, select “Save”.
For Trade Advance Requests initiated via the Documentary Collections option:
You will be taken to the “Transaction Inquiry – New” screen. You will see the screen below.
You will need to complete the following information into the “Message” field:
-------------------------------------------------------------CURRENCY:
AMOUNT:
FALL DUE DATE:
CURRENCY:
NUMBER:
---------------------------------------------------------------REMIT
CURRENCY:
AMOUNT:
BENEFICIARY NAME:
BANK NAME:
BRANCH NAME:
ACCOUNT NUMBER:
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Once all information is completed, select “Save”.
Authorise a Trade Advance request
In order to send the Trade Advance request to the Bank, it must first be authorised. The following steps details the process you need to
follow:
Select “Transactions”. The Import Services Letter of Credit Workdesk window will then be displayed. If you have used Import
Collection transactions, then from the left hand navigation bar, select “Collections”. This will display the Import Services,
Documentary Collections Workdesk.
Select the “Approve” button. Authorised transactions are then moved to “History” with a “done” status. Authorised
transactions cannot be retrieved from the bank.
Once authorised, the Application will be processed by the Bank as a New Trade Advance and an Advice of Establishment will be
forward to your Company upon completion.
2.5 Transaction Inquiry
Information around any transaction that has been performed can be queried using the Transaction inquiry function. The following steps
will detail how you can access information on all your transactions.
From the CommBiz TradeXchange home page select MIS & Images.
Select Transaction Inquiry from the left hand navigation bar
You will now be shown the Transaction Inquiry screen. From this screen you can either enter specific search information or you
can widen your search if you are not sure of specifics. Below is a screen detailing the options displayed on the screen for you to
detail. Keep in mind that you must select you Bank Customer ID from the drop down list as highlighted below. All other
information is optional depending how specific you want to be.
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Once you have entered your options, select the “Submit” button.
A selection list of transactions will then appear based on the criteria chosen. If you would like to find out more details relating
to a specific transaction then you can select the Bank Reference of the transaction. A screen shot below highlights this.
The screen below will be display next. From this screen you can view details such as:
-
Bank Reference
Beneficiary
Applicant
Amount
Related Transaction Activity.
If you would like to understand more information around the related activity you can select the activity (as highlighted in the
screen below) to provide details. The details range from Issuance, advising, negotiation, payment and images, depending on
the type of transaction you are reviewing.
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You can close any window using the “Close” button.
2.6 Payment Inquiry
Information around any payment that has been performed can be queried using the Payment inquiry function. The following steps will
detail how you can access information on all your payments.
Select Payment Inquiry from the left hand navigation bar (A screen showing this is highlighted below)
You will now be shown the Payment Inquiry screen. From this screen you can either enter specific search information or you
detail. Keep in mind that you must select your Bank Customer ID from the drop down list as highlighted below. All other
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A selection list of payments will then appear based on the criteria chosen. If you would like to find out more details relating to
a specific payment then you can select the Bank Reference of the transaction. A screen shot below highlights this.
-
Bank Reference
Beneficiary
Applicant
Amount
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the type of transaction you are reviewing. Below is an example of what is shown if you selected the Payment activity in the
example above.
2.7 The Message Centre
As transactions and messages accumulate on the “Transactions” desk, the “Message Center” counts each item. All messages are
segregated into four categories:
1.
2.
3.
4.
Transaction Inquiries
Transaction Responses
Import Documentary Letters of Credit
Import Documentary Collections
Within each category, the items are further sorted by the action required to remove the transaction from the desk. Messages await
response, review, approval, completion or modification.
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Status
Response
Review
Approval
Completion
Description
These Bank-initiated Discrepancy Advice and Transaction Inquiry messages in RECV status
require a Company response. Once the response (DISRSP or TRNRSP) has been approved, the
original message (DISADV or TRNINQ) will be moved to History.
The only message in this state is the Bank-initiated Transaction Response, which requires no
further action upon receipt at the Company site. After printing, the item will be moved to
History.
These Company-initiated messages are ready for approval, either in ENTR, RECV. Once
approved, they will no longer appear on the desk.
All transactions in PEND status await completion.
Below is a sample screen of what the Message Centre looks like.
2.8 General Reporting
The general reporting function within MIS & Images presents predefined information regarding transactions as of the close of the prior
business day.
From the CommBiz TradeXchange home page select MIS & Images
Select “General Reporting”.
A report distribution screen will appear. Below details the options:
- Account Info – Select the relevant account from the drop down list
- Report/Document – Ensure that ‘Reports’ is selected
- Type – Select the relevant product reports you are looking for
- Download Status – depending if you want to display all available or just new reports
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Once the filter information has been selected, click on the ‘Submit’ button
A report list screen will then be available
You can either:
- Select the report you are looking for from the various reports available (for descriptions of each report see the section
below titled ‘Report Descriptions’). Then select the ‘View Print’ button to display the report(s) on the screen; or
- Select reports to view one by one via the “Download” link
You can also use the
buttons if you need to change the date of reports displayed
2.9 Storing Purchase Order (PO) information
Can your ERP produce a file detailing your Purchase Order information? Is it in a format acceptable (contact the Trade Helpline on 1300
654 112 for more information)? If so, then you can upload the information into TradeXchange. What is the benefit of uploading your PO
information into Import Services? You can allow Import Services to Auto Generate the issuance of your letters of credit, using the
information detailed in your PO file as the basis.
2.9.1 Uploading a Purchase Order file
To upload a Purchase Order file, you will need to perform the following steps:
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Select “System Admin”,
Select “File Transmit”. The following screen will appear
Leave the file type as “Purchase Order”. Select if the purchase order details relate to Documentary Letter of Credits or for
Collection/Open Account items. Then select “Next”
The next screen that will appear is the PO transmission information screen. In this screen you will need to detail a reference for
your records as well as select the file you wish to upload. Once you have entered the required details, select “Send”.
If the file was uploaded successfully, you will see the following transmission acknowledgement screen
You have successfully uploaded a Purchase Order file.
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2.9.2 Reviewing an uploaded Purchase Order file
Select “System Admin”,
Select “File Transmit Review”. The following screen will appear
For details of the contents, you can select the Transaction reference of the file uploaded.
You can then either “Open” or “Save” the transmission details file. Once opened it will detail the records in the file and the
number of successfully uploaded records. Below is a sample of the purchase order details shown in a file.
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2.9.3 Adding Purchase Order records manually
The Purchase Order (PO) database stores PO records for attachment to transactions. PO’s can be populated through transmission of a
text file or through manual input directly into the database. In either case, all PO records will be available in the database.
Upon entry into the database, all unused (unattached) PO’s will be listed in order of PO Reference Number.
Unused PO’s
Used
PO’s
Unused
PO’s
The screen is divided into three sections.
Function Buttons:
These five functions apply to new and unused (unattached) PO’s listed on the
screen.
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Search for Used PO’s:
Applies to PO’s created and used with Import Services. PO’s used in previous
systems are not available for query.
Search for Unused PO’s:
Pertains to the PO’s listed on the screen, immediately below the search fields.
Select “Add”. This one screen represents one PO record. There are 21 fields available for one PO record.
Required Fields: There are three required fields:
Reference Number
Currency (Ccy)
Amount
The field definitions:
Field Name
Data Type
Field Length
Field Description/Usage Notes
Reference Number
AN
10
PO Reference Number
Product Code
AN
10
Style Number
Division
AN
25
Division Name or Code
Description
AN
32
Product or Merchandise Description
Additional Details
AN
25
Other details
Bene ID
AN
16
Acronym for beneficiary database record
Bene Name
AN
35
Beneficiary/Vendor (factory) name
Bene Address
AN
35
Beneficiary/Vendor (factory) address
Quantity
I
9
Quantity per unit of measure
Units of Measure
AN
3
Units of measure
Unit Price
C
13
Price per unit of measure
CCY
AN
3
Currency code
Amount
C
13
Purchase Order Amount
Create Date
D
8
PO date
Early Ship Date
D
8
Early ship date
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Field Name
Data Type
Field Length
Field Description/Usage Notes
Late Ship Date
D
8
Latest ship date
Shipped From
AN
35
Ship From
Shipped To
AN
35
Ship To
Shipping Mode
AN
6
Ship Mode
Shipping Terms
AN
65
Ship Terms: FOB, etc.
Country of Origin
AN
35
Country of Origin
AN
I
C
D
= alphanumeric
= integer
= currency
= date
Enter data into all three required fields and any other field(s) which are necessary.
Click on “Save” to save the one PO record in the database.
A confirmation message will be received:
Purchase order with PoRefnum = xxxx and Product Code xxxx has been saved …and the PO record will be listed on the screen –
along with all other unused PO records.
2.9.4 Modifying a Purchase Order record
Select one PO database record by clicking on the checkbox to the left of the transaction.
Select “Modify”. All fields will be available for modification exception for the two key fields: Reference Number and Product
Code.
After making the changes, click on “Save”.
Note:
PO’s attached to applications on the “Transactions” desk CANNOT be modified. The PO must be detached from the
application in order to be modified in the PO Database.
Import Services does not handle transferred PO’s. In other words, PO’s already issued on an LC or amendment cannot be
transferred to a new LC or amendment.
2.9.5 Deleting a Purchase Order record
Select “Delete”.
After confirming that this is the record to be deleted, click on “Delete”.
2.9.6 Viewing a Purchase Order record
Select “View”.
When finished, select “Cancel” to return to the PO Work Desk.
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2.9.7 Searching for a Purchase Order record - Unused
If the list of PO records is long and unmanageable, a search can be done on all unused PO records listed on the PO Work Desk. The
records can be searched by one of five different fields:
PO Reference Number
Bene ID
Bene Name
Product Code
Late Ship Date
Search for a record by one of two methods …
Click on the
(Lookup) to the right of the search field to sort the PO’s by that field (search field must be empty)
Use the “Search Text” fields to limit your results: input the search text in the field and click on
.
Partial search text can be used.
The search will return all records that contain the search criteria within the field.
Use the “Clear” button to remove all text from all search fields.
2.9.8 Searching for a Purchase Order record - Used
A search can be performed for all PO’s created and issued on Import Services. The used PO’s can be searched for by the LC Reference
Number or by the Client Reference Number of the application to which the PO’s were attached.
Search for a record by one of two methods …
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Click on the
(Lookup) to the right of either search field to sort the PO’s by that field (search field must be empty).
A new window will open listing all used PO’s:
The data is static and cannot be re-sorted.
Use the “Search Text” fields to limit your results: input the search text in the field and click on
.
A new window will open listing all matching PO’s:
Partial search text can be used.
The search will return all records that contain the search criteria within the field.
Use the “Clear” button to remove all text from both search fields.
The data is static and cannot be re-sorted.
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3. Export clients
For those clients who are Importers, this section will provide you with instructions around:
Setting up your databases
Performing Transactions
Viewing Transaction details
Uploading Purchase Order Information
3.1 Setup “Party” records
The parties contained in Export Services include parties to an Export Documentary Letter of Credit and Export Documentary Collection
(Drawee, Freight Forwarder and Banks).
All party records:
Are retrievable into applications to eliminate the need for repetitive typing
Can be created, modified and deleted as necessary
Are distinguishable by unique acronyms.
Before any application can be initiated, the Drawee and Bank database records MUST be input into the appropriate Party records. This
data cannot be typed directly into an application or modified once retrieved from the database.
Note:
Case is irrelevant – all records will be saved in UPPER CASE
Blank spaces (spacebar) cannot be used in “ID” or “description” fields.
Some characters are not permitted in the databases. These include:
[ \ ] * & % $ # ^ ! { } @ = ; ‘ _
3.1.1 Drawee records
This party details the information of your buyer.
Adding a Drawee Record
From the CommBiz TradeXchange home page select Export Services
Select “Parties”, then “Drawee”. The Drawee lookup window will be displayed. Below is a sample screen
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Click on “Add”
Field Name
Drawee ID
Drawee Name
Drawee Address 1
Drawee Address 2
Drawee Address 3
Drawee Country
Description
A unique name given to allow you to recognise your Supplier, e.g., the ID could be your
suppliers’ “short name”.
Your Suppliers full name
Address if known
As above
As above
Click on Add. A Sample screen is detailed below.
3.1.2 Freight Forwarder records
This party details the information of your freight forwarder.
Adding a Freight Forwarder Record
Select “Parties”, then “Freight Forwarder”. The Freight Forwarder lookup window will be displayed. Below is a sample screen
Click on “Add”
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Field Name
Freight Forwarder ID
Freight Forwarder Name
Freight Forwarder Address 1
Freight Forwarder Country
Description
A unique name given to allow you to recognise your Freight Forwarder, e.g., the ID
could be your Freight Forwarders’ “short name”.
Your Freight Forwarders’ full name
Address if known
As above
As above
3.1.3 Banks records
This party details the information of your Drawee Banks’.
Adding a Banks Record
Select “Parties”, then “banks”. The Bank lookup window will be displayed. Below is a sample screen
Click on “Add”
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Field Name
Bank ID
Bank Name
Bank Address 1
Bank Address 2
Bank Address 3
Bank Country
Description
A unique name given to allow you to recognise your Drawee’s Bank, e.g., the ID could be your
Drawee’s Bank “short name”.
Your Drawee’s Bank full name
Address if known
As above
As above
3.1.4 In Case of Need
This party details the information of your “In case of Need”.
Adding an “In Case of Need” Record
Select “Parties”, the first option displayed will be “In case of Need”. The Bank lookup window will be displayed. Below is a
sample screen
Click on “Add”
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Field Name
Case of Need ID
Case of Need Name
Case of Need Address 1
Case of Need Country
Description
A unique name given to allow you to recognise your Drawee’s Bank, e.g., the ID could be your
Drawee’s Bank “short name”.
Your Drawee’s Bank full name
Address if known
As above
As above
3.2 Export Documentary Collections
The “Transactions” section is where all new Export Documentary Collection Applications are Created, Modified, Amended, Printed and
Approved.
Note: All approval and amendment instructions can only be made by persons authorised within your Company. You as an Individual
User are given specific access rights. TradeXchange will not allow users to approve or amend transactions outside of their “rights”.
This section will cover how you can initiate, authorise, amend, and view details.
3.2.1 Initiate a Regular Export Documentary Collection
Select “Transactions”. The Export Services Initiate Transactions window will then be displayed.
From the “Transaction Type” drop down menu, select “Regular Collection” as detailed in the sample screen below
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Select “Ok” This will display the “Regular Collection Initiation – New” screen
You need to enter information required. Below is a sample screen and a table detailing fields and their description
Field Name
To
Documents
Invoice Numbers
Currency
Amount
Acct Location
Description
This is the bank which your Drawee has stipulated you need to send the Export documents
to. This information should have been completed as part of your “parties” setup.
You need to stipulate the documents that you are including as part of the delivery
Enter the Invoice numbers associated with the shipment
The Currency of the transaction
The amount of the transaction
The default payment instructions for a collections transaction are based on the currency and
the country of the drawee.
If the location of the processing bank specified in the To: box or the currency of payment
selected in the CURRENCY box requires non-default payment instructions, type a location
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Field Name
Tenor
Drawee
Drawer
Instructions
In case of need
Date of Draft
Drawer reference
Freight Forwarder
Tracing cycle days
Description
identifier (three characters) for the processing location.
Examples include, sight, term etc
This is the party to whom the Bill of Exchange is addressed to
This would be your company, as the party whom the amount is due.
You will need to select various options around delivery of documents etc. There is a field
called “Special Instructions”, where you can request CBA to Negotiate/Discount the
Documentary Collection (where you have a Foreign Bills Negotiated facility in place).
This is the contact details which you would like the bank to use in case there is any need to
contact you
This is the date on the Bill of Exchange
This is a reference that you would like as the Drawer
This is the details of the Freight forwarder used in the transaction
This is where you stipulate how many days (in a cycle) would you like the Bank to chase the
overseas bank for details around acceptance/payment.
Once information is entered, select “Save”. If you do not wish to continue, select “Cancel”
The Status will now be ENTR, and approval is required.
3.2.2 Authorise a Regular Export Documentary Collection Transaction
In order to send the documents to the Drawee’s Bank, the application must first be authorised. The following steps details the process
you need to follow:
Select “Transactions”. Then select “Process Transaction”.
Select the “Approve” button. Authorised transactions changes to an APPR (Approved) status.
3.2.3 View and Print a Regular Export Documentary Collection Transaction
After the Regular Collection Transaction has been authorised, in order to send the documents to CBA for processing, you must perform a
“Final Print” function of the schedule. The following steps details the process you need to follow:
Select “Transactions”. Then select “Process Transaction”
Select the item by clicking on the checkbox to the left.
Select “Final Print” button. This will display the transaction details. A sample of the screen below
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You can print the details by selecting the “Print” button.
If you would like to print a copy for your own records, follow these steps:
Select “View Print” button. This will display the transaction details and your Print preferences. A sample of the screen below
Select “Print”. This will print your Regular Export Collection Schedule.
3.2.4 Initiate a Direct Export Documentary Collection
From the “Transaction Type” drop down menu, select “Direct Collection” as detailed in the sample screen below
Select “Ok” This will display the “Direct Collection Initiation – New” screen
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Field Name
To
Documents
Invoice Numbers
Currency
Amount
Acct Location
Tenor
Drawee
Drawer
Instructions
In case of need
Date of Draft
Drawer reference
Freight Forwarder
Tracing cycle days
Description
This is the bank which your Drawee has stipulated you need to send the Export documents
to. This information should have been completed as part of your “parties” setup.
You need to stipulate the documents that you are including as part of the delivery
Enter the Invoice numbers associated with the shipment
The Currency of the transaction
The amount of the transaction
The default payment instructions for a collections transaction are based on the currency and
the country of the drawee.
If the location of the processing bank specified in the To: box or the currency of payment
selected in the CURRENCY box requires non-default payment instructions, type a location
identifier (three characters) for the processing location.
Examples include, sight, term etc
This is the party to whom the Bill of Exchange is addressed to
This would be your company, as the party whom the amount is due.
You will need to select various options around delivery of documents etc
This is the contact details which you would like the bank to use in case there is any need to
contact you
This is the date on the Bill of Exchange
This is a reference that you would like as the Drawer
This is the details of the Freight forwarder used in the transaction
This is where you stipulate how many days (in a cycle) would you like the Bank to chase the
overseas bank for details around acceptance/payment.
3.2.5 Authorise a Direct Export Documentary Collection Transaction
In order to send the documents to the Drawee’s Bank, the application must first be authorised. The following steps details the process
you need to follow:
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3.2.6 View and Print a Direct Export Documentary Collection Transaction
After the Direct Collection Transaction has been authorised, in order to send the documents to the Drawee’s Bank, you must view and
print the schedule. The following steps details the process you need to follow:
Select “View Print” button. This will display the transaction details. A sample of the screen below
You can print the details by selecting the “Print” button.
If you would like to print a copy to be attached to your documents for sending to the Drawee’s bank, follow these steps:
Select “Final Print” button. This will display the transaction details and your Print preferences. A sample of the screen below
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Select “Print”. This will print your Regular Export Collection Schedule.
Attach the Direct Export Collection Schedule you have printed to your documents and send them to the Importers Bank.
3.2.7 Initiate an Amendment to an Export Documentary Collection
From the “Transaction Type” drop down menu, select “Amendment Request” as detailed in the sample screen below
Select “Ok” This will display the “Amendment Request – New” screen
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Field Name
Collection Reference Number
Decrease Amount of Draft to
Increase Amount of Draft to
Change tenor of draft to
Extend maturity date to
Other
Contact Name
Contact Number
Description
This is the Bank generated number for the Export Documentary Collection in
question
Only complete if you are decreasing the amount of the draft
Only complete if you are increasing the amount of the draft
Only complete if you are changing the tenor of the draft
Only complete if you are extending the maturity date
If the changes do not relate to the other options, or if you would like to add some
further information, use this field. You can use this field to request CBA to
Negotiate/Discount the Documentary Collection (where you have a Foreign Bills
Negotiated facility in place).
This is a contact at your company in case the Bank needs to contact someone
regarding this request
As per above, the bank may need to contact you or someone at you company
regarding this request, thus the Bank needs a telephone number.
3.2.8 Authorise Amendment to an Export Documentary Collection
In order for the Bank to make the necessary amendments, the request must first be authorised. The following steps details the process
you need to follow:
Select the item by clicking on the checkbox to the left. Note - Only amendment requests with a status of ENTR are eligible for
3.2.9 Initiate a Cancellation/Close an Export Documentary Collection
From the “Transaction Type” drop down menu, select “Amendment Request” as detailed in the sample screen below
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Select “Ok” This will display the “Cancellation/Close Request – New” screen
Field Name
Reason for Cancellation/close
Contact Name
Contact Number
Description
question
Enter why you no longer need the Export Documentary Collection in place.
3.2.10 Authorise a Cancellation/Close an Export Documentary Collection
In order for the bank to action the cancellation/close request, the request must first be authorised. The following steps details the
process you need to follow:
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Select the item by clicking on the checkbox to the left. Note - Only requests with a status of ENTR are eligible for authorisation
and multiple transactions can be selected.
3.2.11 Initiate a Special Tracer Request for an Export Documentary Collection
From the “Transaction Type” drop down menu, select “Special Tracer Request” as detailed in the sample screen below
Select “Ok” This will display the “Special Demand Tracer Request – New” screen
Field Name
Send Demand Tracer on:
Contact Name
Description
question
The date which you would like the Bank to send a chaser request to the Drawee’s
Bank.
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Field Name
Contact Number
Description
3.2.12 Authorise a Special Tracer Request for an Export Documentary Collection
In order for the Bank to send the special request chaser to the Drawee’s Bank, the request must first be authorised. The following steps
details the process you need to follow:
Select the item by clicking on the checkbox to the left. Note - Only requests with a status of ENTR are eligible for authorisation
and multiple transactions can be selected.
3.3 Cover Letter for Export Documentary Letter of Credits
Within Export Services there are two types of ways you can generate a cover letter for submitting your documents under and Export
Documentary Letter of Credit:
Creating a cover letter for an Export Documentary Letter of Credit advised by CBA; or
Creating a cover letter for an Export Documentary Letter of Credit advised by another Bank
This section will outline each approach.
3.3.1 Create a cover letter for an Export Documentary Letter of Credit advised by CBA
To create a cover letter for a letter of credit advised by our bank, do the following:
From the “Transaction Type” drop down menu, select “Cover Letter Our LC” as detailed in the sample screen below
Click OK. The Export LC Transmittal Letter – New page is displayed as illustrated below
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Supply all information required for the cover letter. The following table will explain the relevant fields.
Field
Instructions
TO: box
(REQUIRED) Select the name of the negotiating bank for the letter of credit. The address
associated with that name will be retrieved from the database and inserted in the three
boxes below the TO box
To appear in the list, a bank name must be defined as described in Section 3.1.3.
DATE value
The current date is always used as the creation date for this transaction. This date value
will never be updated.
DOCUMENTS area
Type the number of originals and copies to be generated for each type of document
associated with this transaction.
Document types are the following:
L/C - Letter of credit
DRAFT - Draft order
BL/AWB - Bill of lading or air waybill
COMM INV - Commercial invoice
INS POL - Insurance policy
WGT CERT - Weight certificate
CONS INV - Consular invoice
CERT ORIG - Certificate of origin
PACK LST - Packing list
There are two boxes for each document type. In the first box, type the number of
originals (up to 999). In the second box, type the number of copies (up to 999).
In the OTHER DOCS box, type text (up to 35 alphanumeric characters) to identify any
other type of document. In the first box below, type the number of originals (up to 999).
In the second box below, type the number of copies (up to 999).
The document types indicated must match the document types selected for the letter of
credit transaction.
ADVICE # box
(REQUIRED) Type the advising reference number (1 to 16 alphanumeric characters)
assigned by our bank to a letter of credit collection transaction that has been advised by
our bank through Export Services or MIS & Images.
The cover letter creation process will verify that the advice number supplied for the
cover letter is valid for a letter of credit that has been advised by our bank.
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Field
Instructions
CURRENCY/AMOUNT boxes
In the CURRENCY box, select the identifier for the currency of payment.
Our bank defines the valid values for currency of payment.
In the AMOUNT box, type a numeric currency amount. Include a decimal, if used for that
currency. Do not include a comma or other non-numeric character.
TENOR box
(REQUIRED) Select one of the following as the tenor of the draft:
AT SIGHT
DAYS AFTER SIGHT
DAYS AFTER BILL OF EXCHANGE
DAYS AFTER CUSTOMS CLEARANCE
DAYS AFTER FDA
DAYS AFTER FIRST PRESENTATION
DAYS AFTER ARRIVAL OF GOODS
DAYS AFTER INVOICE DATE
DAYS AFTER TRANSPORT DOCUMENTS
TENOR DAYS box
If the TENOR box does not contain AT SIGHT, type the number of days (up to 999)
associated with the TENOR box selection.
DATE box
If the tenor is a number of days after a known date that can be verified by a document,
type the date in the DATE box.
For example, if the TENOR box contains DAYS AFTER INVOICE DATE and the TENOR DAYS
box contains 30, The DATE box should contain the known invoice date. If the known
invoice date is July 1, 2006, the collection document will state, “AT 30 DAYS AFTER
INVOICE DATED 01-JUL-2006.”
Type the date in the format ddmmmyyyy. For example, type 14-JUL-2006 for July 14,
2006.
The DATE box requires a value only if the TENOR box does not contain AT SIGHT or
AFTER SIGHT and the TENOR DAYS box does not contain all zeros or all blanks.
BENEFICIARY box
(REQUIRED) Select the name of the beneficiary (seller) named in the letter of credit.
After a name is selected, the address associated with that name will be retrieved from
the database and inserted in the three boxes below the BENEFICIARY box
To appear in the list, a beneficiary name must be defined as described in “Parties” in
Section 3.1.1.
ATTN PARTY box under
BENEFICIARY box
Type the name (1 to 35 alphanumeric characters) of the person who is to receive the
letter of credit and cover letter at the address supplied in the BENIFICIARY box.
REFERENCE NUMBER box under
BENEFICIARY box
(REQUIRED) Type the reference number (1 to 16 alphanumeric characters) assigned to
the letter of credit collection transaction by the beneficiary selected in the BENEFICIARY
box.
FORWARDER box
Select the name of the freight forwarder named in the letter of credit.
the database and inserted in the three boxes below the FORWARDER box.
To appear in the list, a freight forwarder name must be defined as described in
“Managing Freight Forwarders” in Section 3.1.2
FORWARDER box
If the FORWARDER box contains a value, type the name (1 to 35 alphanumeric
characters) of the person who is to receive the letter of credit and cover letter at the
address supplied in the FORWARDER box.
FORWARDER box
If the FORWARDER box contains a value, type the reference number (1 to 16
alphanumeric characters) assigned to this letter of credit collection transaction by the
freight forwarder named in the FORWARDER box.
NEGOTIATING BANK REFERENCE
box
this letter of credit collection transaction by the negotiating bank.
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Field
Instructions
ISSUING BANK NAME box
(REQUIRED) Type the name (1 to 35 alphanumeric characters) of the issuing bank in the
letter of credit transaction.
ISSUING BANK REFERENCE box
the letter of credit collection transaction by the issuing bank.
DISCREPANCY INSTRUCTIONS
area
Select any of the instructions to apply should any discrepancies occur in satisfying the
terms in this letter of credit, as follows:
To send the transaction approval, select SEND FOR APPROVAL (COLLECTION).
To cable for authority to pay, select CABLE FOR AUTHORITY TO PAY.
To contact the forwarder, select CONTACT, type contact information (up to 16
alphanumeric characters) in the text box, and select FORWARDER.
To contact the beneficiary, select CONTACT, type contact information (up to 16
alphanumeric characters) in the text box, and select BENEFICIARY.
PAYMENT INSTRUCTIONS area
Select one of the payment instructions, as follows:
To credit an account at the negotiating bank named in the TO: box; select the
CREDIT ACCOUNT NUMBER WITH YOU check box. In the text box, type the
account number (1 to 16 alphanumeric characters) to be credited.
To credit an account at a bank other than the negotiating bank named in the TO:
box, select the CREDIT ACCOUNT NUMBER WITH check box. In the first text box,
type the account number (1 to 16 alphanumeric characters) to be credited. In the
second text box, type the name (1 to 16 alphanumeric characters) of the bank
associated with that account number.
OTHER INSTRUCTIONS/
COMMENTS box
You can request CBA to Negotiate/Discount the Documentary Credit on either a Recourse
basis (where you have a Foreign Bills Negotiated facility in place) or a Without Recourse
basis (known as a WREF). Type text (up to 130 alphanumeric characters) for any
additional instructions or comments.
DATE OF DRAFT box
(REQUIRED) Type the date of the draft. Use the format dd-mmm-yyyy. For example, type
14-JUL-2006 for July 14, 2006.
This date must be prior to the current date.
DRAFT DRAWN ON box
(REQUIRED) Type the name of the bank (1 to 35 alphanumeric characters) on which the
draft is to be drawn.
DRAFT ADDRESS 1 box
Type the first line of the mailing address (1 to 35 alphanumeric characters) for the bank
in the DRAFT DRAWN ON box.
DRAFT ADDRESS 2 box
Type the second line of the mailing address (1 to 35 alphanumeric characters) for the
bank in the DRAFT DRAWN ON box.
DRAFT ADDRESS 3 box
Type the third line of the mailing address (1 to 35 alphanumeric characters), if any, for
the bank in the DRAFT DRAWN ON box.
DRAWER REFERENCE box
this transaction by the drawer (beneficiary).
Do one of the following:

To create the cover letter, click Save.

To cancel the creation of the cover letter, click Cancel. The Export LC Transmittal Letter – New page closes. The
Initiate Transactions page is displayed. This ends this procedure.
Wait for the page to be saved. One of the following results occurs:

After a successful save operation, the Initiate Transactions page is displayed. The Message Box contains the message
“Letter of Credit Collection successfully created.”

After an unsuccessful save operation, the Export LC Transmittal Letter – New page is redisplayed. The Message Box
reports any incomplete, incorrect, or inconsistent data on the page. Return to correct the supplied information.
3.3.2 Authorise and Print a cover letter for an Export Documentary Letter of Credit advised by CBA
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In order for you to print the cover letter to send to the Bank, the request must first be authorised. The following steps details the process
you need to follow:
Select the item (must be an “OURCL” type transaction) by clicking on the checkbox to the left. Note - Only requests with a
status of ENTR are eligible for authorisation and multiple transactions can be selected.
Select the check box for each transaction to be final printed.
Note:
Review your selections prior to the final print operation.
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Click Final Print. Click Final Print. A child window that contains the print file opens briefly. A Print dialog box opens.
In the Print dialog box, select any print options, and then click Print. The print file is printed. The Print dialog box closes. Below
is a sample page generated by Export Services.
Your Authorised signatories can sign the form, attach to your Export documents and submit to the Bank for processing.
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3.3.3 Create a cover letter for an Export Documentary Letter of Credit advised by another Bank
To create a cover letter for a letter of credit advised by our bank, do the following:
From the “Transaction Type” drop down menu, select “Cover Letter Other LC” as detailed in the sample screen below
Click OK. The Export LC Transmittal Letter – New page is displayed (see Page illustration)
Supply all information required for the cover letter (see Page instructions).
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Item
Instructions
TO: box
(REQUIRED) Select the name of the negotiating bank for the letter of credit. The address
associated with that name will be retrieved from the database and inserted in the three
boxes below the TO box
To appear in the list, a bank name must be defined as described in Section 3.1.3.
DATE value
The current date is always used as the creation date for this transaction. This date value
will never be updated.
DOCUMENTS area
Type the number of originals and copies to be generated for each type of document
associated with this transaction.
Document types are the following:
L/C - Letter of credit
DRAFT - Draft order
BL/AWB - Bill of lading or air waybill
COMM INV - Commercial invoice
INS POL - Insurance policy
WGT CERT - Weight certificate
CONS INV - Consular invoice
CERT ORIG - Certificate of origin
PACK LST - Packing list
There are two boxes for each document type. In the first box, type the number of
originals (up to 999). In the second box, type the number of copies (up to 999).
In the OTHER DOCS box, type text (up to 35 alphanumeric characters) to identify any
other type of document. In the first box below, type the number of originals (up to 999).
In the second box below, type the number of copies (up to 999).
The document types indicated must match the document types selected for the letter of
credit transaction.
ADVICE # box
(REQUIRED) Type the advising reference number (1 to 16 alphanumeric characters)
assigned to a letter of credit collection transaction by an advising bank other than our
bank.
This advice number will not be checked for validity.
CURRENCY/AMOUNT boxes
In the CURRENCY box, select the identifier for the currency of payment.
Our bank defines the valid values for currency of payment.
In the AMOUNT box, type a numeric currency amount. Include a decimal, if used for that
currency. Do not include a comma or other non-numeric character.
TENOR box
(REQUIRED) Select one of the following as the tenor of the draft:
AT SIGHT
DAYS AFTER SIGHT
DAYS AFTER BILL OF EXCHANGE
DAYS AFTER CUSTOMS CLEARANCE
DAYS AFTER FDA
DAYS AFTER FIRST PRESENTATION
DAYS AFTER ARRIVAL OF GOODS
DAYS AFTER INVOICE DATE
DAYS AFTER TRANSPORT DOCUMENTS
TENOR DAYS box
If the TENOR box does not contain AT SIGHT, type the number of days (up to 999)
associated with the TENOR box selection.
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Item
Instructions
DATE box
If the tenor is a number of days after a known date that can be verified by a document,
type the date in the DATE box.
For example, if the TENOR box contains DAYS AFTER INVOICE DATE and the TENOR DAYS
box contains 30, The DATE box should contain the known invoice date. If the known
invoice date is July 1, 2006, the collection document will state, “AT 30 DAYS AFTER
INVOICE DATED 01-JUL-2006.”
Type the date in the format ddmmmyyyy. For example, type 14-JUL-2006 for July 14,
2006.
The DATE box requires a value only if the TENOR box does not contain AT SIGHT or
AFTER SIGHT and the TENOR DAYS box does not contain all zeros or all blanks.
BENEFICIARY box
(REQUIRED) Select the name of the beneficiary (seller) named in the letter of credit.
the database and inserted in the three boxes below the BENEFICIARY box
To appear in the list, a beneficiary name must be defined as described in “Parties” in
Section 3.1.1.
BENEFICIARY box
Type the name (1 to 35 alphanumeric characters) of the person who is to receive the
letter of credit and cover letter at the address supplied in the BENIFICIARY box.
BENEFICIARY box
the letter of credit collection transaction by the beneficiary selected in the BENEFICIARY
box.
FORWARDER box
Select the name of the freight forwarder named in the letter of credit.
the database and inserted in the three boxes below the FORWARDER box.
To appear in the list, a freight forwarder name must be defined as described in
“Managing Freight Forwarders” in Section 3.1.2.
FORWARDER box
If the FORWARDER box contains a value, type the name (1 to 35 alphanumeric
characters) of the person who is to receive the letter of credit and cover letter at the
address supplied in the FORWARDER box.
FORWARDER box
If the FORWARDER box contains a value, type the reference number (1 to 16
alphanumeric characters) assigned to this letter of credit collection transaction by the
freight forwarder named in the FORWARDER box.
NEGOTIATING BANK REFERENCE
box
this letter of credit collection transaction by the negotiating bank.
ISSUING BANK NAME box
(REQUIRED) Type the name (1 to 35 alphanumeric characters) of the issuing bank in the
letter of credit transaction.
ISSUING BANK REFERENCE box
the letter of credit collection transaction by the issuing bank.
DISCREPANCY INSTRUCTIONS
area
Select any of the instructions to apply should any discrepancies occur in satisfying the
terms in this letter of credit, as follows:
To send the transaction for approval, select SEND FOR APPROVAL (COLLECTION).
To cable for authority to pay, select CABLE FOR AUTHORITY TO PAY.
To contact the forwarder, select CONTACT, type contact information (up to 16
alphanumeric characters) in the text box, and select FORWARDER.
To contact the beneficiary, select CONTACT, type contact information (up to 16
alphanumeric characters) in the text box, and select BENEFICIARY.
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Item
Instructions
PAYMENT INSTRUCTIONS area
Select one of the payment instructions, as follows:
To credit an account at the negotiating bank named in the TO: box; select the
CREDIT ACCOUNT NUMBER WITH YOU check box. In the text box, type the
account number (1 to 16 alphanumeric characters) to be credited.
To credit an account at a bank other than the negotiating bank named in the TO:
box, select the CREDIT ACCOUNT NUMBER WITH check box. In the first text box,
type the account number (1 to 16 alphanumeric characters) to be credited. In the
second text box, type the name (1 to 16 alphanumeric characters) of the bank
associated with that account number.
OTHER INSTRUCTIONS/
COMMENTS box
You can request CBA to Negotiate/Discount the Documentary Credit on either a Recourse
basis (where you have a Foreign Bills Negotiated facility in place) or a Without Recourse
basis (known as a WREF). Type text (up to 130 alphanumeric characters) for any
additional instructions or comments.
DATE OF DRAFT box
(REQUIRED) Type the date of the draft. Use the format dd-mmm-yyyy. For example, type
14-JUL-2006 for July 14, 2006.
This date must be prior to the current date.
DRAFT DRAWN ON box
(REQUIRED) Type the name of the bank (up to 35 alphanumeric characters) on which the
draft is to be drawn.
DRAFT ADDRESS 1 box
Type the first line of the mailing address (1 to 35 alphanumeric characters) for the bank
in the DRAFT DRAWN ON box.
DRAFT ADDRESS 2 box
Type the second line of the mailing address (1 to 35 alphanumeric characters) for the
bank in the DRAFT DRAWN ON box.
DRAFT ADDRESS 3 box
Type the third line of the mailing address (1 to 35 alphanumeric characters), if any, for
the bank in the DRAFT DRAWN ON box.
DRAWER REFERENCE box
this transaction by the drawer (beneficiary).

To create the cover letter, click Save.

To cancel the creation of the cover letter, click Cancel. The Export LC Transmittal Letter – New page closes. The
Initiate Transactions page is displayed. This ends this procedure.
Wait for the completed page to be saved. One of the following results occurs:

After a successful save operation, the Initiate Transactions page is displayed. The Message Box contains the message,
“Letter of Credit Collection successfully created.”

After an unsuccessful save operation, the Export LC Transmittal Letter – New page is redisplayed. The Message Box
reports any incomplete, incorrect, or inconsistent data on the page. Return to correct the supplied information.
3.3.4 Authorise and Print a cover letter for an Export Documentary Letter of Credit advised by another Bank
In order for you to print the cover letter to send to the Bank, the request must first be authorised. The following steps details the process
you need to follow:
Select the item (must be an “OTHRCL” type transaction) by clicking on the checkbox to the left. Note - Only requests with a
status of ENTR are eligible for authorisation and multiple transactions can be selected.
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Select the check box for each transaction to be final printed.
Note:
Review your selections prior to the final print operation.
Click Final Print. Click Final Print. A child window that contains the print file opens briefly. A Print dialog box opens.
In the Print dialog box, select any print options, and then click Print. The print file is printed. The Print dialog box closes. Below
is a sample page generated by Export Services.
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Your Authorised signatories can sign the form, attach to your Export documents and submit to the Bank for processing.
3.4 Transfer a Export Documentary Letter of Credit
The “Transactions” section is where all Export Documentary Letter of Credit Transfers (Partial or Full) are Initiated, Modified, Amended,
Printed and Approved.
Note: All approvals can only be made by persons authorised within your Company. You as an Individual User are given specific access
rights. TradeXchange will not allow users to approve or amend transactions outside of their “rights”.
This section will cover how you can initiate, authorise, and view details.
3.4.1 Initiate a Transfer of an Export Documentary Letter of Credit
Via TradeXchange you can either initiate a Full or Partial transfer to an Export Documentary Letter of Credit, of which you are currently
the Beneficiary. The following steps will show you how to initiate the request:
Select “Transactions”. The Export Services Initiate Transactions Workdesk window will then be displayed.
From the “Transaction Type” drop down menu, select either “Full Transfer” or “Partial Transfer” as detailed in the sample
screen below
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Select “Ok”. This will display the either the “Full Transfer Request – New” screen or “Partial Transfer Request – New” screen.
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Field Name
LC Number
Name of Transferee
Address of Transferee
Amount of Partial Transfer
Quantity of Merchandise
Unit Price
Expiration date
Latest Shipment Date
Document presentation days
Other instructions to CBA
Contact name, number and client
reference number
Description
This is the number of the Export Documentary Letter of Credit in question
This is who you are transferring the Export Documentary Letter of Credit to
This is the address of who you are transferring the Export Documentary Letter of
Credit to.
Only applicable to Partial Transfer requests. This is the Currency and Amount
component of the Export Documentary Letter of credit that will be transferred.
Only applicable to Partial Transfer requests.
This is any further instructions that you would like to advise CBA
Contact details so that the Bank may be able to reach someone in your company
in case of need.
3.4.2 Authorise a Transfer Export Documentary Letter of Credit request
In order for the Transfer to be processed by the Bank, the request must first be authorised. The following steps details the process you
need to follow:
3.5 Transaction Inquiry
Information around any transaction that has been performed can be queried using the Transaction inquiry function. The following steps
will detail how you can access information on all your transactions.
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Select Transaction Inquiry from the left hand navigation bar
You will now be shown the Transaction Inquiry screen. From this screen you can either enter specific search information or you
detail. Keep in mind that you must select you Bank Customer ID from the drop down list as highlighted below. All other
A selection list of transactions will then appear based on the criteria chosen. If you would like to find out more details relating
to a specific transaction then you can select the Bank Reference of the transaction. A screen shot below highlights this.
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-
Bank Reference
Beneficiary
Applicant
Amount
the type of transaction you are reviewing.
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3.6 Payment Inquiry
Information around any payment that has been performed can be queried using the Payment inquiry function. The following steps will
detail how you can access information on all your payments.
Select Payment Inquiry from the left hand navigation bar (A screen showing this is highlighted below)
You will now be shown the Payment Inquiry screen. From this screen you can either enter specific search information or you
detail. Keep in mind that you must select your Bank Customer ID from the drop down list as highlighted below. All other
A selection list of payments will then appear based on the criteria chosen. If you would like to find out more details relating to
a specific payment then you can select the Bank Reference of the transaction. A screen shot below highlights this.
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-
Bank Reference
Beneficiary
Applicant
Amount
the type of transaction you are reviewing. Below is an example of what is shown if you selected the Payment activity in the
example above.
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3.7 The Message Centre
As transactions and messages accumulate on the “Transactions” desk, the “Message Center” counts each item. All messages are
segregated into four categories:
1.
2.
3.
4.
Inquiries
Inbound Messages
Export Collections
Export Advising
Within each category, the items are further sorted by the action required to remove the transaction from the desk. Messages await
response, review, approval, completion or modification.
Status
Approval
Description
These are instructions initiated by your company that are currently pending approval.
Final Approval (if
Required)
This is where you may need a final approval (or second authorisation) for an instruction.
Final Print
These are instructions that have been approved and are pending the final print of an Export
Collection schedule.
Below is a sample screen of what the Message Centre looks like.
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3.8 General Reporting
The general reporting function within MIS & Images presents predefined information regarding transactions as of the close of the prior
business day.
The general reporting function provides the following two options: Reports and Documents. The Reports option is used only in relation
to Import Services and can be referred to in Section 3.8. The Documents option is used with both Import Services and Export Services.
With Export Services, the Document option is used to print documents associated with export collection and export documentary letter
of credit transactions.
To open or download documents, you must do the following:
Select General Reporting from the left hand navigation bar (A screen showing this is highlighted below)
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Enter filter criteria based on the following Report Distribution page instructions
Item
Account box
Report/Document options
Type options
Instructions
(Required) Select the name of the account that is associated with the documents to be opened or
downloaded
(Required) To open or download documents, click Documents. The reference box is added to the
optional Search fields area
(Required) Click one of the following options to select the type of document to be generated:
Export L/C – Export letters of credit advise documents (Both a cover letter and a letter of credit
will be listed with no indication of which is the letter of credit and which is the cover letter.)
Export Collections – Documents for open account collection, regular collection, direct collection,
and letter of credit collection transactions initiated using Export Services.
Download Status options
The other options are not used within Export Services and are not included in this section.
(Required) Click one of the following options to limit the documents listed for selection on the
Documents List page.
All – All documents sorted by date
New – All documents generated during the past 90 days that were not previously opened or
downloaded from the Documents List page
Reference box
Any optional search strings supplied in the Reference box or Title box may be used to filter the list of
documents.
Type a search string to be used to filter the selection of documents to be listed on the Documents List
page.
As a search string, type any contiguous string of characters that may be present anywhere a reference
number that was assigned to a collection transaction by yourself when you initiated a transaction.
The search string is not case-sensitive
Page 78 of 86
Item
Title box
Instructions
Type a search string to be used to filter the selection of documents to be listed on the Documents List
page.
As a search string, type any contiguous string of characters that may be present anywhere in a
document title.
Submit button
To use the search string effectively, you must have learned the document titles and possible search
strings by previously viewing the Documents List page
After supplying the document criteria, click submit to generate the document(s).
When the filter criteria is complete, click Submit. The Document List page is displayed and lists each document for the prior
business day that satisfies the filter criteria you have supplied. Below is a screen which shows the Document List page.
Open or download selected documents as per the instructions in the table below which explains the details within the
Document List page.
Item
Documents available for date
Check box
View Print button
Your Reference column
Document Title column
Customer Name column
Status column
Description
Indicates the date for which documents are listed. Initially, the date displayed is the business
day prior to the current date.
To select another date, click <<Prev link, calendar icon (
), or Next>>.
Select the check box for each document to be View Printed.
All documents selected will be included in the same print file.
The maximum number of selections is unlimited. However, the greater the number of selections,
the more time required to create the print file and print the print file.
After selecting one or more check boxes, click View Print. A child window opens and contains
the print file for the selected documents. There is a Print button and a Cancel button at the top
of the window.
To print the print file, click Print. A Print dialog box opens. In the Print dialog box, select
any print options and then click Print. The print file prints. The child window closes.
To cancel the view print function, click Cancel. The child window closes.
This column contains the reference number assigned to a document by the client.
This column contains the document title.
This column contains the customer name assigned to the client by our bank.
If this column contains New, the document has never been opened or downloaded from the
Document List page.
Page 79 of 86
Item
Document column
<<Prev link
Next>> link
Description
To download the document, click Download. A Download File dialog box opens for use with
Adobe Reader®. Save or open the file.
To open a calendar to select the date as the Documents available for date, click
To select the previous business day as the Documents available for date, click <<Prev.
To select the next business day as the Documents available for date, click Next>>.
3.9 Generating a Export Services Report
TradeXchange allows you to generate a report of Export Services activity. To do this you must follow these steps:
In the function menu, select Export Services Reports. The following screen will then appear.
Select one of the report types available from the list displayed. The following table explains what each of the report types
available refers to.
Option
COLLECTION DAILY ACTIVITY
SUMMARY
PAID/CLOSED EXPORT
COLLECTIONS
ITEMS PENDING RECEIPT OF
DOCUMENTS
DELINQUENT COLLECTIONS
COLLECTION AGING
OUTSTANDING EXPORT
COLLECTIONS
EXPORT COLLECTION ACTIVITY
EXPORT COLLECTION HISTORY
CONSOLIDATED OUTSTANDINGS
Report Description
Daily activity for export collection transactions
Paid or closed export collection transactions
Export collection transactions that are pending the receipt of documents
Export collection transactions for which payment is delinquent
Active export collection transactions with the number of days each transaction has
been open
Export collection transactions with an outstanding balance
Export collection activity for active transactions
Export collection transactions in History
Outstanding balances for active export collection transactions and letters of credit for
which our bank is the advising bank
Page 80 of 86
Option
CONSOLIDATED PAYMENT
DAILY ACTIVITY SUMMARY
NEGOTIATION DETAILS
DOCUMENTS PRESENTED FOR
NEGOTIATION
EXPORT LETTER OF CREDIT
LETTER OF CREDIT ACTIVITY
LETTER OF CREDIT HISTORY
Report Description
Payments for active export collection transactions and letters of credit for which our
bank is the advising bank
Daily activity for active letters of credit for which our bank is the advising bank
Negotiation details for a letter of credit for which our bank is the negotiating bank
Documents presented for a letter of credit for which our bank is the negotiating bank
Export letter of credit transactions processed by our bank
Activity for letters of credit for which our bank is the advising bank
Letter of credit transactions in History
After you have selected the report type, click OK. The Export Services Reports sort/filter page is now displayed, as shown below
Supply search criteria for the type of report you have selected. Below is a table which explains the search criteria options
Sort Filter page
Item
REPORT: label
Account box
Status box
Sort By box
Filter #1 box, From box, and To
box
Instructions
This is the report type that was selected on the Export Services Reports selection page.
(REQUIRED) Select the account number at our bank for which a report is to be generated.
To generate a report for all accounts, select All Accounts.
To include only transactions with a particular status in the report, select the status in the
Status list (see Status list selections).
To sequence the report results in ascending order by the value of a certain item of
information, select the item in the Sort By list (see Sort By list selections).
To select a parameter for the primary filter for transactions to be included in the report,
select the parameter in the Filter #1 box (see Filter selections).
To specify a range of values for this filter parameter, supply a starting value (up to 35
characters) for the range in the From box and supply an ending value (up to 35
characters) for the range in the To box. Both values are required.
The value in the From box must logically precede the value in the To box. For example,
the value in the From box must be an earlier date, a lower numeric value, or a preceding
value alphabetically or alphanumerically when compared to the value in the To box.
No character is available for use as a wild card character.
Page 81 of 86
Item
Instructions
Letters are case-sensitive.
A currency amount may include a decimal only if a decimal is valid for the currency of
payment. If the currency amount is a whole number without a decimal, any value with
that whole dollar amount and decimal values .00 through .99 will be included.
Filter #2 box, From box, and To
box
Do not include a comma or other non-numeric character in an amount.
To select a parameter for the secondary filter for transactions to be included in the
report, select the parameter in the Filter #2 box (see Filter selections). After the primary
filter criteria selected in the Filter #1 box, From box, and To box has been applied, this
secondary filter criteria will be applied to the results.
To specify a range of values for this filter parameter, supply a starting value (up to 35
characters) for the range in the From box and supply an ending value (up to 35
characters) for the range in the To box. Both values are required.
The value in the From box must logically precede the value in the To box. For example,
the value in the From box must be an earlier date, a lower numeric value, or a preceding
value alphabetically or alphanumerically when compared to the value in the To box.
No character is available for use as a wild card character.
Letters are case-sensitive.
A currency amount may include a decimal only if a decimal is valid for the currency of
payment. If the currency amount is a whole number without a decimal, any value with
that whole dollar amount and decimal values .00 through .99 will be included.
Submit button
Reset button
Help button
Do not include a comma or other non-numeric character in an amount.
To generate a report using the selected criteria in the Sort/Filter area, click Submit. A
Download File dialog box opens for use with Adobe Reader®. Save or open the file.
To redisplay the search criteria in the selected search template after making changes,
click Reset.
To display Help for the Sort/Filter area for the selected report, click Help. A child window
opens and contains the Help.
Status list selections
The following table describes the meaning of each selection available in the Status list on the Export Services Reports sort/filter page:
Selection
Active
All
Close
History
Description
Active transactions
All transactions
Closed transactions
Transactions in History
Sort By list selections
The following table describes the sequence in the list of transactions in a report is to be sorted based upon the selection in the Sort By list
on the Export Services Reports sort/filter page:
Selection
Activity
Sort Sequence
Alphabetically by the type of message sent from our bank to the client regarding a letter
of credit transaction. Message types are as follows:
AMD-AP - Exporter sent our bank approval of an unfavorable amendment with a
decreased amount or a sooner expiry date. (Hong Kong advises only)
AMD-BE - Our bank received an unfavorable amendment. The beneficiary
(exporter) must approve or reject the amendment by officially notifying our bank.
A possible method of notification is a transaction inquiry initiated.
Page 82 of 86
Selection
Activity Date
Activity Type
Advised Date
Applicant Country
Applicant Name
Bene/Drawer Ref
Beneficiary Name
Beneficiary Ref
Collection Type
Currency Code
Date Initiated
Date Issued/Advised
Date Logged
Date Paid
Draft Amount
Draft Currency
Drawee Country
Drawee Name
Drawer Name
Drawer Ref
Sort Sequence
AMD-RJ - An exporter sent our bank a rejection of an unfavorable amendment.
(Hong Kong advises only)
AMEND - Our bank received a favorable amendment with an increased amount or
a later expiry date.
ASSIGN - Our bank received an assignment of proceeds from a beneficiary.
LC-ADV - Letter of credit was advised in favor of the client (exporter). The client will
receive a cover letter and a letter of credit. To view these documents, use the
procedure in “Opening or Downloading Export Services Documents” and for the
Type option, select Export L/C.
LOGGED - Our bank received and logged documents for a letter of credit. (Hong
Kong advises only)
NEGCNL - The applicant (buyer) or issuing bank has refused to make payment to
the beneficiary (seller) due to discrepancies found during negotiation.
PAYADV - Our bank notified an exporter of a payment made to that exporter.
TRNSFER - Our bank initiated a transfer for a letter of credit.
Chronologically by any date on which activity occurred for that transaction.
Alphabetically by the type of message sent from our bank to the client regarding a
collection transaction. Message types are as follows:
ACCEPT - Acceptance for a letter of credit for which our bank is the advising bank
ADJUST - Confirmation of adjustments
AMEND - Confirmation of an amendment
CANCEL - Confirmation of a cancelled transaction (only when charges apply)
CLOSE - Confirmation of closure for a transaction
ISSUED - Confirmation of an approved collection transaction received from the
client
PAID - Confirmation of a payment received
REOPN - Confirmation of a reopened transaction
STATUS - Status message
Chronologically by the date the letter of credit was advised.
Alphabetically by the country code for the applicant for the letter of credit as defined the
Drawee database as described in “Managing Drawees” in Section 3.1.1.
Alphabetically by the name of the applicant for the letter of credit as defined in the
Drawee database as described in “Managing Drawees” in Section 3.1.1.
Alphabetically by the name of the beneficiary or drawer for the collection transaction
defined as described in “Parties” in Section 3.1.
Alphabetically by the name of the beneficiary for the letter of credit defined as described
in “Parties” in Section 3.1.
Alphanumerically by the reference number assigned to the transaction by the beneficiary
for the letter of credit.
Alphabetically by collection type, as follows:
DIR-COL - Direct collection
L/C-COL - Letter of credit collection
OPN-A/C - Open account collection
REG-COL - Regular collection
Alphabetically by the currency code associated with the transaction.
Chronologically by the date the transaction was initiated.
Chronologically by the date the letter of credit was issued or advised.
Chronologically by the date a document was logged for a letter of credit transaction.
Chronologically by the date a payment was paid.
Numerically by the amount of the draft for the letter of credit.
Alphabetically by the currency code associated with the draft for the letter of credit.
Alphabetically by the country code defined for the drawee in the Drawee database as
described in “Managing Drawee’s” in Section 3.1.1.
Alphabetically by the name of the Drawee as defined in the Drawee database as
described in “Managing Drawee’s” in Section 3.1.1.
Alphabetically by the name of the drawer defined as described in “Parties” in Section 2.
Alphanumerically by the reference number assigned by the drawer.
Page 83 of 86
Selection
Expiry Date
Issue Date
Issuing Bank Ref
Latest Ship Date
LC Type
Maturity Date
Our Advising
Our Collection Ref
Our Negotiation
Our Ref
Terms
Trade Partner Country
Trade Partner Name
Sort Sequence
Chronologically by expiry date.
Chronologically by the date the draft was issued.
Alphanumerically by the reference number assigned to the transaction by the issuing
bank for the letter of credit.
Chronologically by the latest ship date defined for the letter of credit.
Alphabetically by letter of credit type. Letter of credit types are the following:
ADVISED - Advised
CONFIRM - Confirmed
WITHOUT - Without confirmation
Chronologically by the maturity date of the draft associated with the transaction.
Alphanumerically by the advising reference number assigned by our bank to a letter of
credit.
Alphanumerically by the reference number assigned to a collection transaction by our
bank when the transaction was initiated.
Alphanumerically by the reference number assigned to a letter of credit transaction for
which our bank is the negotiating bank.
Alphanumerically by the reference number assigned to a transaction by our bank when
the transaction was initiated.
Alphanumerically by the terms identifier defined at our bank. Each terms identifier
represents a unique set of terms for a letter of credit.
Alphabetically by the country code defined for the trading partner defined as described
in “Parties” in Section 3.1.
Alphabetically by the name of the trading partner defined as described in “Parties” in
Section 3.1.
Filter selections
Filter selections and criteria available for a primary filter or a secondary filter on the Export Services Reports sort/filter page depend
upon the report type option (see Report type options) selected on the Export Services Reports selection page. The following table
describes each possible filter selection:
Filter Selection
Activity
Activity Date
Advised Date
All Items
Applicant Country
Applicant Name
Beneficiary Name
Beneficiary Ref
Collection Type
Included Transactions
Transactions for which the activity occurred, where the activity satisfies the filter criteria
supplied in the From box and To box to the right. Activity values are the following:
Closed – Transaction was closed
Full Pymt – A full payment was made
Partial Pymt - A partial payment was made
Transactions that had activity performed in Export Services on a date that satisfies the
filter criteria supplied in the From box and To box to the right.
Letters of credit that were advised on a date that satisfies the filter criteria supplied in
the From box and To box to the right.
All transactions.
Transactions for any applicant whose country code satisfies the filter criteria supplied in
Transactions for which the applicant name satisfies the filter criteria supplied in the From
box and To box to the right.
Transactions for which the beneficiary name satisfies the filter criteria supplied in the
From box and To box to the right.
Transactions for which the reference number assigned by the beneficiary satisfies the
Transactions for which the collection type satisfies the filter criteria supplied in the From
box and To box to the right. Collection type values are the following:
DIR-COL - Direct collection
L/C-COL - Letter of credit collection
OPN-A/C - Open account collection
REG-COL - Regular collection
Page 84 of 86
Filter Selection
Currency Code
Date Initiated
Date Issued/Advised
Date Logged
Date Paid
Drawee Country
Drawee Name
Drawer Name
Drawer Ref
Expiry Date
Latest Ship Date
LC Type
Maturity Date
Our Advising
Our Collection Ref
Our Negotiation
Our Ref
Trade Partner Name
Included Transactions
Transactions for which the currency code satisfies the filter criteria supplied in the From
Transactions that were initiated in Export Services on a date that satisfies the filter
criteria supplied in the From box and To box to the right.
Transactions for which a draft was issued or a letter of credit was advised on a date that
satisfies the filter criteria supplied in the From box and To box to the right.
Transactions for which a document was logged on a date that satisfies the filter criteria
supplied in the From box and To box to the right.
Transactions for which a payment was made on a date that satisfies the filter criteria
supplied in the From box and To box to the right.
Transactions for any drawee whose country code satisfies the filter criteria supplied in
Transactions for which the drawee name satisfies the filter criteria supplied in the From
Transactions for which the drawer name satisfies the filter criteria supplied in the From
Transactions for which the reference number assigned by the drawer satisfies the filter
Letters of credit transactions for which the expiry date satisfies the filter criteria supplied
in the From box and To box to the right.
Transactions for which the latest ship date satisfies the filter criteria supplied in the From
Letter of credit transactions for which the type satisfies the filter criteria supplied in the
From box in the From box and To box to the right. Letter of credit types are the
following:
ADVISED - Advised
CONFIRM - Confirmed
WITHOUT - Without confirmation
Transactions for which the maturity date for the draft satisfies the filter criteria supplied
in the From box and To box to the right.
Transactions for which the advising reference number assigned by our bank satisfies the
Collection transactions for which the reference number assigned by our bank when the
transaction was initiated as described in Section 4 satisfies the filter criteria supplied in
Letter of credit transactions for which our bank is the negotiating bank and the reference
number assigned by our bank when the transaction was initiated satisfies the filter
Transactions for which the reference number assigned by our bank when the transaction
was initiated satisfies the filter criteria supplied in the From box and To box to the right.
Transactions for which any trading partner name satisfies the filter criteria supplied in
When the search criteria are completed, click the submit button. A Download file dialog box opens for use with Adobe reader.
Save or open the file.
Page 85 of 86
Commonwealth Bank of Australia
ABN 48 123 123 124
003-897 231008

CommBiz TradeXchange Reference Manual

Transcription

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