```````````````````````````````
|
|
|
Most of your work with the Trade Services system involves creating, viewing, and modifying instrument and transaction data or generating reports on instruments and transactions. The tasks you can perform for these items depends on your security rights for working with them.
See an example of a transaction form.
To perform instrument and transaction tasks successfully in the system, it is important to understand the following concepts:
Working with Instruments and Transactions
Transactions move through the Trade Services system as they are created, verified, and authorised by users in your organisation, and processed by your bank, as shown in this diagram.
Organisations can manage the life cycle of a transaction before it is delivered to the bank for processing in one of two ways:
Any authorised user can authorise transactions for processing when it reaches the status of "Ready to Authorise".
Any authorised user can route completed and verified transaction(s)to the next user for further processing (first or second authorisation) through the route transaction functionality.
See your system administrator for information on which type of processing your organisation uses.
Each of the instrument listing pages in the Instruments area (Pending Transactions, Authorised Transactions, and Instrument History, and Instrument Summary) includes the transaction's status, which indicates where the transaction is in the workflow. The instrument also has a status, viewable on the Instrument Summary page; the status for an instrument is "Pending" until it is processed by the bank, when its status changes to "Active".
The table below describes each transaction status.
Transaction Status |
Description |
Instruments Area Tab |
Started |
The transaction has been created, but not verified. |
Pending
Transactions, |
Ready to Authorise |
The transaction data has been verified through the Verify Data action button. |
Pending
Transactions, |
Authorise Pending |
The transaction is in the process of being updated by the system. |
Pending
Transactions, |
Authorise Failed |
One of the authorisers for the transaction returned the transaction for changes. When a user presses the Edit Data button to fix an authorisation problem on the transaction, the status of the transaction returns to "Started". |
Pending
Transactions, |
Partially Authorised |
Your organisation requires that transactions are authorised by two users, but only one user has authorised the transaction. |
Pending
Transactions, |
Authorised |
The transaction has been authorised by all required authorised user(s). It is then forwarded to your bank for processing. |
Authorised
Transactions, |
Processed by Bank |
The transaction has been processed by your bank. At this stage in the process, the instrument status changes from "Pending" to "Active". |
Instrument History |
Canceled by Bank |
The transaction was cancelled by your bank after they received it. |
Instrument History |
Deleted |
The transaction was deleted before it was forwarded to your bank for processing. |
Instrument History |
Rejected by Bank |
The transaction has been rejected by your bank. |
Pending Transactions, Instrument History |
Working with Instruments and Transactions
When you create a new instrument, you can either copy from an existing transaction or template, or start with a blank transaction form. A template form looks the same as its corresponding transaction form with only some of the fields completed; this partially completed template form is stored in the system for reuse in creating future transactions, rather than submitted to your bank as an actual transaction.
Any user with security rights to maintain reference data can create, modify, and delete instrument template in the Reference Data Area with Instrument Templates. After a template is created, it is available for users to reference when creating new instruments. Pages can appear in read only mode if you have view only security rights to instruments or if the instrument was not created by your organization.
Some templates created for your organisation by your bank are known as express templates. The Reference Data Area with Instrument Templates indicates if a template in the listing is an express template. In addition, text indicating that an express template was used appears at the top of transactions created from an express template.
Reference Data Area with Instrument Templates
Working with Instruments and Transactions
In addition to the standard fields and controls found on detail pages, the following additional controls can be found on transaction forms:
Searching
for a party -- To search
for a party and add its information to a transaction form, you can
press a button to display the Party
Search page directly from the transaction form. After you search
for and select the party you want to reference on the transaction,
information about the party is loaded into the appropriate fields
or text box on the transaction form.
See
examples of search for party controls.
Selecting a phrase for a text
area -- To select a phrase stored
in the system and add it to a transaction form text area, you can
select the phrase you want to add from a drop-down list, then press
the arrow icon (
) to the
right of the list, which is used to insert the selected phrase into
the associated text area. The drop-down list of phrases includes phrases
appropriate to the current text area; for example, the phrases drop-down
list for a Goods
Description text area includes
phrases of the category "Goods Description" and "Miscellaneous".
In most cases, you can add multiple phrases to a text area, up to
the character limit of the text area.
Note: If the phrase you select
is too long for the text area, a message displays informing you that
the phrase has been truncated to fit into the text area.
See
an example of the add phrase control.
Some phrases require you to fill in
gaps of variable text items when you add the phrase to a transaction.
These types of phrases are currently used only for the Bank Standard Wording
text area, which appears on the issue
Guarantee transaction. If you add a phrase that requires you to fill
in gaps, you will be prompted to enter all variable text items and
press Submit
to add the entered text items to the
text area. Unlike other text areas that accept phrases, only one phrase
and its associated variable text items can be added to the
Bank Standard Wording
text area, up to the character limit
of the text area (5000 characters).
Working with Instruments and Transactions
The following table describes each action button that can appear on transaction and template forms. Different action buttons appear on a transaction or template, depending on the transaction's status, whether the transaction or template is in edit mode or read-only mode, and/or the user's security rights for the instrument type or for templates. If a user has view only security rights for an instrument type or for templates, all transaction pages for the instrument type display in read-only mode.
Action button |
Description |
Appears for these transactions and templates |
Appears in edit mode |
Appears in read-only mode |
|
Pressing this button will allow you to attach a PDF or TIFF document to the transaction. Once you upload the document it will be displayed in the ”Document(s) attached to send to the bank with this transaction” section. Click here for information on Attaching a Document |
Transactions with a "Started”, ”Ready to Authorise”, ”Partially Authorised”, ”Authorise Failed” or ”Rejected by Bank” status |
X |
|
|
Pressing this button will allow you to delete a PDF or TIFF document that was attached in the trade portal to the transaction. Once you delete the document it will be removed from the ”Document(s) attached to send to the bank with this transaction” section. Click here for information on deleting a document |
Transactions with a "Started”, ”Ready to Authorise”, ”Partially Authorised” or ”Authorise Failed” status |
X |
|
|
Saves the transaction data and continues to display the page. |
Transactions with a "Started" status |
X |
|
|
Saves the transaction data, closes the page, and redisplays the page on which you initiated or accessed the transaction. |
Transactions with a "Started" status Any template |
X |
|
|
Saves the transaction data, and then displays the Route Item(s) page. You can then select a user or organisation to whom you want to route the transaction for viewing, editing, or authorisation. The page on which you initiated or accessed the transaction then redisplays. Click here for information on routing transactions. |
Transactions with a "Started", "Ready to Authorise", "Partially Authorised", or "Authorise Failed" status |
X |
|
|
Pressing this button checks the transaction data against a list of rules for the transaction type. After the data is verified, one of the following actions occur: If there are errors on the transaction, the page redisplays in edit mode, listing the errors in the errors and messages area of the page. If there are no errors, the page redisplays in read-only mode, indicating that the transaction data has been successfully verified. Click here for information on verifying a transaction. |
Transactions with a "Started" status |
X |
|
|
Redisplays the transaction page in edit mode. If you make changes to transaction, you must re-verify the data before the transaction can be authorised. |
Transactions with a "Ready to Authorise", "Partially Authorised", or "Authorise Failed" status |
X |
|
|
Closes the transaction page and begins the authorisation process. The page on which you initiated or accessed the transaction then redisplays. Click here for information on authorising a transaction. |
Transactions with a "Ready to Authorise", "Partially Authorised", or "Authorise Failed" status |
X |
|
|
This button only appears on Discrepancy and Approval to Pay Responses. Closes the transaction page, begins the authorisation process and simultaneously delete the message from the mail messages inbox / page. Click here for information on authorising a transaction. |
Transactions with a "Ready to Authorise", "Partially Authorised", or "Authorise Failed" status |
X
|
|
|
Closes the transaction page and redisplays the page on which you initiated or accessed the transaction. |
Transactions with any status Any template |
X |
X |
|
Deletes the template and redisplays the page on which you initiated or accessed the template. |
Any template |
X |
|
Downloads data for the currently displayed transaction to a local file. This feature is available only for the Issue transactions for the following instrument types: Import Letter of Credit, Outgoing Guarantee, Outgoing Standby Letter of Credit (Detailed), or Outgoing Standby Letter of Credit (Simple). |
Any Issue transaction for the instrument types listed in the previous column of any status except "Processed by Bank". |
X |
X |
Working with Instruments and Transactions
The following table provides information about other features important to working with instruments, transactions, and templates.
| Feature | Description |
Entering amounts in transaction pages |
You can enter amounts into amount fields either with or without thousands separators (such as a comma, period, or space); if you enter the amount with thousands separators, the entry must be formatted according to the amount formatting rules for the regional setting defined in your user profile. After you successfully save or verify the transaction, the system formats your amount entries according to your regional setting. To include decimal places in your amount entry, include the decimal character followed by the decimal places. To see how amounts are formatted for your user profile's regional settings, view a listing page in the system that displays an Amount column (such as Pending Transactions or Authorised Transactions). For example, the amount 126550.00
would be formatted as 126,550.00
if your regional setting is English (United States), and |
Sometimes you may want to reserve one or more instrument IDs for completion and submission at a later time. To create each new instrument ID, simply initiate transaction creation from any page with the Create a Transaction button, specify that you want to create a new instrument, and then save the new transaction without entering any data. The new instrument and its issue transaction is saved, and you can reopen it at any time through the Instruments area. |
|
Some transaction pages that capture a large amount of data may be displayed to you in multiple segmented pages, rather than on one multi-part scrolling page, depending on a setting in your user profile. In general, your system administrator determines this setting for you based on your Internet connection speed. Contact your system administrator or your bank for more information on this setting. Note: This online help system displays and describes all transaction forms as scrolling multi-part pages, rather than multiple segmented pages. Page and section help from all pages displays the appropriate help for the fields displayed, regardless of whether you are using scrolling or segmented transaction pages. |
|
Your Organisation Hierarchy |
If your organisation hierarchy has branches or subsidiaries, some listing pages in the system allow you to filter the data in the listing by organisation. For example, the Show for drop-down list on the Instrument History page determines the organisation(s) for which you want to display history. This list does not display if your organisation has no subsidiaries or branches or if you do not have security rights to work with subsidiaries or branches. Your default work view in such filter drop-down lists is defined in your user profile. |
Your organisation may use a detailed Outgoing Standby Letter of Credit, rather than the "simple" form, depending on how your organisation's access has been configured. Your bank defines one of the following settings for your organisation's use of Outgoing Standby Letters of Credit:
|
|
Viewing Export Collection bills of exchange and collection schedules |
After you verify an Issue or Amend Export Collection transaction, two links appear at the top of the transaction page for viewing the collection schedule or bill of exchange for the transaction. (For Trace Export Collection transactions, only the collection schedule link is available). To use these links, Adobe Acrobat Reader must be installed on your computer. When you click on one of these links, a new browser window opens to display an Adobe Acrobat PDF file of the collection schedule or bill of exchange for the transaction, depending on the link you selected. You can then use the icons on the Adobe Acrobat toolbar within the browser window to navigate, save, or print the PDF document. If want to use this feature and you do not have Adobe Acrobat Reader installed on your computer, click here. |
Instruments Overview
Creating Transactions
