Orientation & Common Procedures User Guide · Market-leading technology to securely manage your trade transactions through a full range of importing and exporting business functions

User Guide

Orientation and Common Procedures User Guide

Page 2 of 50 Distribution Date: December 2008Version 1.5

© Westpac Banking Corporation 2008

This document is copyright protected. Apart from any fair dealing for the purpose of private study, research criticism or review as permitted under the Copyright Act, no part may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic or mechanical, photocopying, recording or otherwise. Westpac Banking Corporation believes that this module is accurate at the time of its publication. Whilst all care has been taken in its preparation, Westpac Banking Corporation accepts no liability for any loss arising from use or reliance of this publication.

The information contained in this publication is provided for learning purposes only and is subject to change. Revisions may be issued from time to time that encompass changes or additions to this module.

Designed and developed by Glynn Stiller, WinTrade Project Team.

User Guide Orientation & Common Procedures

Distribution Date: February 2009 Page 3 of 50Version 1.6

Contents

Welcome .............................................................................................................................6

Welcome ....................................................................................................................................................................6 About this Guide ........................................................................................................................................................6 Who is this guide for? ................................................................................................................................................6 Prerequisites ..............................................................................................................................................................6 Further Assistance .....................................................................................................................................................6

Overview of Westpac WinTrade........................................................................................7

Key Functions ............................................................................................................................................................7 Features.....................................................................................................................................................................7

Accessing Westpac WinTrade ...................................................................................................................................9

Na a ...10

Accessing Westpac WinTrade ..........................................................................................9

Browser Settings........................................................................................................................................................9 What if I Cannot Access Westpac WinTrade? ...........................................................................................................9

vig tion Basics .........................................................................................................

Overview ..................................................................................................................................................................10 The Product Home Page Screen Structure..............................................................................................................10

Example Product Home Page Screen .............................................................................................................11 Navigation Links.......................................................................................................................................................11

Navigation Tabs .......................................................................................................................................................12 Display Section ........................................................................................................................................................12

Status Field ......................................................................................................................................................13 Transaction Statuses .......................................................................................................................................14 Date Range ......................................................................................................................................................15 Ownership ........................................................................................................................................................15

Sort Order ........................................................................................................................................................16

Transaction Types............................................................................................................................................16 Search Criteria .................................................................................................................................................17 Results Table ...................................................................................................................................................17 Action Buttons ..................................................................................................................................................18

The Action Screens..................................................................................................................................................18 Going Back to Previous Screen .......................................................................................................................18


Indicating / Advising Actions Cannot be Performed .........................................................................................21

Memos from Westpac 30

View/Print a Memo...................................................................................................................................................31

Printing a Transaction 35

Print a Transaction...................................................................................................................................................36

De n ...38

Ap ...41

Using Westpac WinTrade................................................................................................19

Overview ..................................................................................................................................................................19 Navigation Prompts..................................................................................................................................................19

Mandatory Fields..............................................................................................................................................19 Confirming / Advising the Next Action..............................................................................................................20 Error Messages................................................................................................................................................20 Requesting Confirmation of Actions.................................................................................................................20

Text Button Icons .............................................................................................................................................21 Adding Text to Fields ...............................................................................................................................................21

User Guides .............................................................................................................................................................22 Search Feature ........................................................................................................................................................23 Short Cuts ................................................................................................................................................................23

Entering Dates .................................................................................................................................................23 Entering Amounts.............................................................................................................................................24 Using Drop Down Menus .................................................................................................................................24

Add, Edit, View or Delete items in Drop Down Menus .............................................................................................25 View a Drop Down Menu Option......................................................................................................................25 Delete a Drop Down Menu Option ...................................................................................................................26 Edit a Drop Down Menu Option .......................................................................................................................27 Adding a Drop Down Menu Option ..................................................................................................................28

......................................................................................................

Overview ..................................................................................................................................................................30

.....................................................................................................

Overview ..................................................................................................................................................................35

leti g a Transaction..................................................................................................

Overview ..................................................................................................................................................................38 Delete a Transaction ................................................................................................................................................39

proving/Rejecting Transactions..............................................................................

Overview ..................................................................................................................................................................41 Approving / Rejecting Transactions .........................................................................................................................42



Rejected and Cancelled Transactions ...........................................................................46

Overview ..................................................................................................................................................................46 Processing Rejected Transactions...........................................................................................................................47

WinTrade Reports ............................................................................................................50

Overview ..................................................................................................................................................................50 Outstanding Liabilities Report ..................................................................................................................................50 Generating Outstanding Liabilities Report ...............................................................................................................50


Welcome

Welcome Welcome to Westpac WinTrade, a fast, efficient and secure online system that delivers a comprehensive range of Import and Export cash flow solutions to support your business.

The Westpac WinTrade User Guides provide detailed system information and step-by-step instructions on how to complete all trade transactions. These guides consist of the Orientation and Common Procedures Guide and the trade product User Guides so you can easily find the information that you need.

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

About this Guide

The purpose of this Orientation and Common Procedures User Guide is to:

■ introduce you to Westpac WinTrade,

■ outline some of the features and benefits of Westpac WinTrade,

■ describe how to access Westpac WinTrade,

■ give an overview of navigating through Westpac WinTrade, and

■ describe how to use some of the functions of Westpac WinTrade.

In addition, this guide explains how to use Westpac WinTrade to complete procedures that are common to all products. The procedures that are covered in this guide are:

■ Memos from Westpac,

■ Printing a Transaction,

■ Deleting a Transaction,

■ Approving or Rejecting Transactions, and

■ Cancelled and Rejected Transactions.

Who is this guide for? The Guide is designed for all Westpac WinTrade users.

Prerequisites The Guide assumes that you have completed the Westpac WinTrade e-learning module and have Trade Product knowledge. You should also be familiar with using online systems and applications.

Further Assistance If you require any further assistance in using Westpac WinTrade, phone Westpac International Service and Operations on: ■ for Australian customers: 1300 134 291. ■ for overseas customers: 0800 423 424.



Overview of Westpac WinTrade

Key Functions

Westpac WinTrade delivers a ‘one stop shop’ for managing and tracking trade transactions in a secure online environment. It has a flexible easy-to-use platform that will save you time and money through simple processes and online documentation for managing international trade transactions.

You can use Westpac WinTrade to undertake your import and export transactions anywhere you have Internet access.

Features Westpac WinTrade is a fast, efficient and secure online system. Its key features include:

■ Market-leading technology to securely manage your trade transactions through a full range of importing and exporting business functions.

■ Available anywhere, anytime you have Internet access.

■ Integrated imaging and workflow of trade transactions.

■ Real-time tracking and notification of trade transactions via email.

■ A full range of online real-time reports with filtering capabilities.

■ Processing of Import and Export Letters of Credit.

■ Processing of Import and Export Documentary Collections.

■ Online payment notification for your collections.

■ Simple, efficient document preparation.

■ Online requests for Trade Finance to help you manage your cash flow.

■ Opportunity to interface with your ERP back office system.

■ Ability to manage system administration functions.


Anti-Money Laundering and Counter-Terrorism Financing Obligations

Please be advised that in order for us to meet our regulatory and compliance obligations we will be increasing the levels of control and monitoring we perform.

You should be aware that:

■ Transactions may be delayed, blocked, frozen or refused where we have reasonable grounds to believe that they breach Australian law or sanctions (or the law or sanctions of any other country). Where transactions are delayed, blocked, frozen or refused Westpac and it’s correspondents are not liable for any loss you suffer (including consequential loss) howsoever caused in connection with your WinTrade facility.

■ We may from time to time require additional information from you to assist us in the above compliance process; and

■ Where legally obliged to do so, we will disclose the information gathered to regulatory and/or law enforcement agencies, other banks, other members of the Westpac Group, service providers or to other third parties.

You provide Westpac the following undertakings and indemnify Westpac against any potential losses arising from any breach by you of such undertakings:

(a) you will not initiate, engage in or effect a transaction that may be in breach of Australian law or sanctions (or the law or sanctions of any other country); and

(b) the underlying activity for which WinTrade is being provided does not breach any Australian law or sanctions (or the law or sanctions of any other country).



Accessing Westpac WinTrade

Accessing Westpac WinTrade

To access Westpac WinTrade, navigate to www.westpac.com.au, then select the Corporate Banking tab. Click on the WinTrade link on the left hand navigation menu.

Enter your customer number and password in the relevant fields, and click on the sign in button.

Browser Settings

IMPORTANT! Please ensure that your Internet browser settings will allow pop-up windows to be displayed.

If the pop-up function is disabled, you will not be able to open the windows to view important information.

What if I Cannot Access Westpac WinTrade?

If you have any difficulties accessing Westpac WinTrade, phone the Trade Online Support HelpDesk on: ■ for Australian customers: 1300 134 291.

■ for overseas customers: 0800 423 424.

http://www.westpac.com.au/


Navigation Basics

Overview

The default screen you see when you log on to Westpac WinTrade will depend on your profile. You will see one of the following product home page screens:

■ Import LC,

■ Export LC,

■ Collections, or

■ Trade Finance.

The screen you will see will show the list of transactions for that product.

The Product Home Page Screen Structure

All of the product home page screens have the same general structure and display the following five sections:

■ Navigation links and

■ Navigation tabs,

■ Display section,

■ Results table, and

■ Action buttons.

You can change the transactions displayed by selecting a different status from the Status drop down menu and clicking on the Update list button to refresh the screen. The next time this product home page screen is displayed, it will show all the transactions that have the status you selected.

An example of a product home page screen is displayed on the next page.



Example Product Home Page Screen

Navigation Links

This section of the screen allows you to select a different product to the one shown on your screen.

To select a different product, click on the product link. The new product home page screen will be displayed.

For example:

■ Under Manage, you can navigate to the different Westpac WinTrade products.

■ Under Prepare, you can prepare export documents and generate reports.

■ Under Administer, you can maintain the profiles of your company staff.

■ Under User guides, you can access the Westpac WinTrade resource centre where you can gain access to the User guides online.

At the bottom of the navigation links section is the Sign Out button. This is used to exit Westpac WinTrade.

The Sign Out button is shown in the navigation links section of all of the Westpac WinTrade screens. If you click on it while processing a transaction,

the work you have done on that transaction since you accessed it from the product home page screen will be lost.

Navigation links

Navigation tabs

Results table

Display section

Action buttons

Page 12 of 50 Version 1.5

Navigation Tabs

The navigation tabs default to show the product transactions. The other tabs allow you to view secure memos from Westpac and add phrases to selected drop down menus to make processing transactions easier and quicker.

Note: Only the Import Letters of Credit home page screen will show the Phrases tab. The use of this tab is covered in detail in the Import Letters of Credit User Guides.

Display Section

In this section, you can choose what you want displayed in the Results table.

In the example below, you can choose to display transactions according to:

■ status of the transactions,

■ date range,

■ ownership,

■ ascending or descending order of various criteria,

■ transaction types, or

■ search criteria.

Notes:

Above the togain access access to the

■

■

The Transaction Types field is only shown on the Collections home page screen.

The Export Letters of Credit home page screen does not show the Ownership field.

Distribution Date: December 2008

p right of this section is a Help icon ( ). If you click on this, you will to the Westpac WinTrade Resource Centre where you can gain User Guides and other information online.



Status Field You can change the status of the transactions to be displayed by selecting the required option from the drop down menu in the Status field. The options are shown below.

If you change the status of the transactions you wish to display, click on the Update list button at the right of this section to update the display.

Result: The transactions with the status you have selected will be displayed in the Results table.

The different transaction statuses are shown in the table on the next page.


Status Meaning

In process The transaction is in the process of being issued. It may have been saved in a partially completed state, or it may have been completed but not approved.

Pending Approval The transaction has been saved and approved by a first approver and is awaiting approval from a second approver.

Approved The transaction has been approved. This status will appear only briefly before it will change to Sent to Bank unless it requires a second approver in which case it will change to Pending Approval. It represents the time between approval and transmitting it to Westpac.

Sent to Bank The transaction has been sent to Westpac. This status will appear only briefly before it will change to Received. It represents the time taken for the transmission and Westpac's receiving procedures.

Received The transaction has been received and is being processed by Westpac.

Released Westpac has checked the transaction documents for compliance and released the transaction to either the overseas bank or their customer as appropriate.

Cancelled Westpac has checked the transaction for compliance and found some major errors. These errors are serious enough for Westpac to cancel it. Cancelled transactions cannot be amended.

Rejected Westpac or the transaction approver has found some errors or omissions. The transaction needs to be edited or amended before it can be released.

Transferable The Letter of Credit can be transferred to a third party, e.g. an exporter can transfer it to a manufacturer.

Template This is a template for transactions. It is not a transaction but an aid to issuing common types of transactions. It does not need to be approved or sent to Westpac.

Incomplete The partial transaction has been saved as a draft to be completed at a later time. A possible reason for this is that the user needs to obtain some information which is not available at the time the transaction was started.

Transaction Statuses



Date Range The date range defaults to transactions that have a transaction date in the period 30 days before today's date.

To change this range, either type the required dates in the format DD/MM/YY or select the dates from the calendar for the Start date and End date fields.

Click on the Update list button at the right of this section to update the display.

Note: If you clear the dates from the Start date and End date fields, the Results table will show all transactions.

Result: The transactions for the date range you have selected will be displayed in the Results table.

Ownership You can choose to display only those transactions that you or your department has issued, or all transactions that the company has issued, by selecting the required option from the drop down menu in the Ownership field.

If you change the ownership information you wish to display, click on the Update list button at the right of this section to update the display.

Result: The transactions for the ownership you have selected will be displayed in the Results table.


Sort Order You can change the order of how the transactions are displayed by selecting either the Ascending or Descending radio button.

You can also select the criteria that the transactions will be sorted in by selecting the required option from the drop down menu in the Sort by field. The options are shown below.

If you have changed the sort order or criteria of the transactions you wish to display, click on the Update list button at the right of this section to update the display.

Result: The transactions will be sorted according to the criteria you chose and will be displayed in the Results table.

Note: The options in the Sort by drop down menu are different for each product.

Transaction Types

For Collections only, you can select either import or export collections from the Transaction Types field drop down menu.

For Import Collections, select Import Collection if it is not already displayed.

For Export Collections, select Export Collection if it is not already displayed.

If you have changed the transaction type you wish to display, you must click on the Update list button at the right of this section to update the display.

Result: The selected collection type, either Import Collection or Export Collection transactions, will be displayed in the Results table.



Search Criteria

You can search for a specific transaction or a group of transactions by selecting the search criteria from the drop down menu in the Search by field, and typing the parameter in the Enter parameter field.

Note: The choices in the drop down menu will vary from product to product.

Result: The transaction(s) will be displayed in the Results table.

Results Table

The Results table displays the transactions selected by the criteria in the Display section.

Transactions shown in red italics need to be processed in some way (e.g. Approved) before they can progress any further.

Transactions shown in black are being processed in some way or waiting for action by someone else.

To view a transaction, click on the transaction link which is underlined to display it. To action a transaction, click on the radio button in front of it, and then on the appropriate action button.

Note: When a transaction is selected, the background for that transaction becomes shaded blue.

This screen also shows the status of the transaction in real time. The different transaction statuses are shown in the table on page 14.


Action Buttons

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

The buttons that will be displayed will depend on the transaction product. The functions of the buttons for each product are explained in the product User Guides.

The Action Screens

With the exception of Trade Finance and Import Collections, there are three action screens for each product in Westpac WinTrade which you will need to navigate through when processing a transaction:

■ Parties,

■ Payments, and

■ Shipments.

From these screens, other windows may open to allow you to add more information or carry out processes such as printing a transaction.

These screens are different for each Trade product and are explained in detail in each of the product User Guides.

Going Back to Previous Screen

When using Westpac WinTrade, if you want to go back to a previous screen:

■ use the navigation links at the top left of the screen (if applicable),

■ click on the link to go to the previous page (if applicable), or

■ click on the Cancel button.

If you click on the Cancel button at the bottom of a screen, you will be returned to the product home page screen. If you have been working on a transaction and click on the Cancel button, a message will ask if you want to exit the screen without saving changes. If you click the OK button, any work you have done on that transaction will be lost.

Do not click on the Back button ( ) button on the Internet Explorer screen as this is not linked to Westpac WinTrade. This action may cause work to be lost.


Distribution Date: February 2009 Version 1.6

Using Westpac WinTrade

Overview

Westpac WinTrade is a Windows-based application that is designed to be intuitive, efficient and fast to use.

The system is secure and protected by 128-bit encryption technology.

The active fields on some screens depend on selections made in other fields. Inactive fields are greyed out.

When processing a transaction, some buttons could be greyed out. This means that they are inactive, perhaps because the status of the transaction does not allow that action or some information is still required.

Navigation Prompts

Westpac WinTrade has a range of navigation prompts to assist you in correctly processing your transactions.

Some of these navigation prompts are:

■ indicating mandatory fields,

■ confirming/advising the next action,

■ advising action needed,

■ requesting confirmation of actions, and

■ indicating or advising that actions cannot be done.

Mandatory Fields While it is good business practice to enter as much detail as possible on a screen, sometimes it is not required or necessary to enter data in a particular field.

Fields that are mandatory are indicated with a green asterisk ( ) in front of the field name.

If you try to save a transaction with any mandatory fields incomplete, an error message similar to the one shown will be displayed.

There are two ways of saving this transaction. The first one is to enter the missing data in the field and then save the transaction. It will then have a status of In process. The other way of savtransaction as a draft. It will then have a stable to complete the transaction when you

Page 19 of 50

ing your work is to save the atus of Incomplete. You will be have the required information.


Confirming / Advising the Next Action

When the cursor is placed over a button, a description detailing the function of that button will display.

There are two types of confirmation – one is the action that the user will do, and the other is what the user and system will do. Examples of these are shown below.

This feature clarifies for the user what will happen when that button is clicked.

Note: It takes a short time to display the description. If you are rapidly processing a transaction, you may not see the description.

Error Messages If a processing error is made when dealing with a transaction, a message will be displayed advising what the error is or what action to take.

An example of each type of error message is shown below.

This assists you to correct processing errors quickly without referring to a third party.

Requesting Confirmation of Actions

To avoid unnecessary errors, Westpac WinTrade requests confirmation of actions such as deleting data or exiting a screen without saving changes.

In these instances, warning such as those shown below will be displayed. To confirm your action, it is necessary to click on the OK button.

This ensures that the user wants to delete the data or exit the transaction and has not made a simple error such as clicking on the wrong icon or button.



Indicating / Advising Actions Cannot be Performed

Depending on the status of the transaction, there are some actions a user cannot do. This is indicated by the button being greyed out, as shown in the example below, where it is possible to save the selected transaction as a draft, but not as a template.

This assists the user to efficiently and accurately process transactions.

Text Button Icons Once you are past the product home page when processing a transaction, some of the buttons will have an empty folder icon on them, as shown below:

These indicate that free form text may be added when processing the transaction.

When you click on one of these buttons, another window opens as shown in the next heading, Adding Text to Fields.

When text has been added, the folder icon on the button will now look as if it has a piece of paper in it as shown below:

This assists users to process transactions efficiently and accurately as they can readily see if text is missing from a transaction. It also shows the transaction approver that the field contains text.

Adding Text to Fields

When you click on a button to add text, one of two types of text windows will be displayed.

The first type of text window shown below requires you to type the text in the text field, then click on the Continue button to save it.

(Continued on next page …)

Page 22 of 50 Distribution DateVersion 1.5

(Continued from previous page …)

The second type of text window shown below gives you two options.

To insert a phrase, either type it in the text field, or highlight the phrase you wish to add in the Standard phrase menu, then click on the Insert phrase button. This will add the phrase to the text field.

When phrases are selected from the Standard phrase menu, they can still be amended when they appear in the field, e.g. change quantities.

Click on the OK button to save the text and close the window.

You can also add your own phrases to the Standard phrase menu. The procedure to do this is covered in the product User Guides.

User Guides

The User Guides can be accessed by clicking on the Help icon at the top right of all of the screens.

There is also a User guides link on the Navigation Links section of the home page screens.

When you click on either the Help icoguides link, a window showing links tGuides and Quick Reference Guides displayed. This window will open on aweb page and not interfere with the trare working on.

To view the User Guide, just click on

Adding Text to Fields (Continued)

: December 2008

n or the User o the User will be separate

ansaction you

the link.



Search Feature Westpac WinTrade has a search feature which is available in all screens.

Press Ctrl-F on your keyboard to open the search screen shown below.

Type the word or sequence of numbers you are looking for in the Find what field, and click on the Find Next button.

When the text or numbers are found, they will be shown highlighted on the screen.

Short Cuts Westpac WinTrade facilitates data entry by providing methods to minimise the number of keystrokes or mouse activity.

Following are some hints which facilitate data entry for:

■ Entering dates,

■ Entering amounts, and

■ Using drop down menus.

Entering Dates Dates can be entered using two methods – either by typing the date in the field or using the calendar.

When typing dates into a field, the format DD/MM/YY is to be used.

Date fields can be populated using the calendar icon ( ) next to that field. When you click on this icon, a calendar is displayed. The calendar will highlight today's date.

To change the month or year shown on the calendar, use the arrows in the calendar heading. Each click will change the month or year by one.

To select the date required in the field, click on the date in the calendar.

Note: Sometimes the date fields default to today's date. This date can be changed by overtyping or using the calendar.


Entering Amounts

It is not necessary to enter nil fractions of a currency amount. For example, if the amount to be entered in a field is USD 50000.00, it is not necessary to enter 00 cents.

Westpac WinTrade will process this amount if it is entered as USD 50000 only. However, if the amount contains fractions of the primary currency, they must be entered.

Note: When entering amounts over 1,000 units of currency, the comma (,) does not need to be included. If you do enter it, Westpac WinTrade will not recognise it and enter the amount without the comma. For example, in the amount field below, 50,000.00 was entered.

Using Drop Down Menus

When using drop down menus, it is not necessary to click on the drop down arrow next to the field. Clicking anywhere in the field will open the menu.

If the drop down menu contains many entries, a short cut is to click in the field and type the first letter of the entry you want. The first menu entry with that letter will be displayed at the bottom of the list. In the example below, the letter R was typed. If the selected entry is not the one you want, use the scroll bar at the right of the menu to display your entry.

Tip: Double clicking your mouse in the field will bring this option to the top of the list.



Users can add, edit, view or delete entries in drop down menus if the following icons are shown next to the field name.

Icon Name Function

View This allows you to view the details of a selected entry in the drop down menu.

Delete This allows you to delete a selected entry in the drop down menu.

Edit This allows you to edit a selected entry in the drop down menu.

New This allows you to add a new entry in the drop down menu.

Add, Edit, View or Delete items in Drop Down Menus

View a Drop Down Menu Option

To view a drop down menu option, select that option in the field as shown below.

Click on the View icon for that field.

Result: The details for that menu option will be displayed as shown below.

Note: No changes can be made to this screen in view mode.

Click on the Exit button.

Result: The previous screen will be displayed again.


Delete a Drop Down Menu Option

To delete a drop down menu option, select that option in the field as shown below.

Click on the Delete icon for that field.

Result: A window will be displayed asking if you want to delete the selected record.

Click on the OK button.

Result: The previous screen will be displayed with the item deleted from the drop down menu.



Edit a Drop Down Menu Option

To edit a drop down menu option, select that option in the field as shown below.

Click on the Edit icon for that field.

Result: The details for that menu option will be displayed as shown below.

Make the required changes to the Short name and/or Text field.

Click on the Save button.

Result: A window saying the data has been saved successfully will be displayed.


Result: The previous screen will be displayed with the changes made in the drop down menu option, as shown below.


Adding a Drop Down Menu Option

To add a new drop down menu option, click on the New icon for that field.

Result: A screen showing no details for that menu option will be displayed.

Enter the required details in the fields, ensuring that fields marked with a green asterisk ( ) have information entered in them.

Note: When adding a Beneficiary or Beneficiary Bank, it is necessary to include the country in the last Address/post code/city field.

Click on the Save button.

Result: A window saying the data has been saved successfully will be displayed.


(Continued on next page …..)



(Continued from previous page ….)

Result: The previous screen will be displayed with the new menu item displayed in the drop down menu.


Memos from Westpac

Overview

Memos can be created for a transaction and sent to the customer by Westpac, e.g. pre-Maturity advices.

The memos are similar in style to email and are sent over a secure system within Westpac WinTrade to ensure confidentiality. Memos are protected with 128-bit encryption technology.

Memos are sent to the Memos tab for that product.

This part of the User Guide covers the viewing and printing memos from Westpac.

Westpac WinTrade does not have the facility for you to send memos to Westpac. If you need to contact Westpac concerning a transaction, you should phone or fax Westpac.


View/Print a Memo

The procedure below shows how to view and/or print a memo.

While the product used in the example is an Import LC, the procedure is the same for all products.

Step Action

1. From the product home page screen with the Memos tab selected, click on the Westpac reference link of the memo you wish to view or print.

Note 1: You can select the memo by selecting the transaction number from the By transaction field drop down menu.

Note 2: The Status field only allows Received memos to be selected.

Note 3: You can also click on the radio button in front of the memo you wish to view or print, then click on the Print preview button. If you do this, go to Step 3 on page 33.

Result: The <Product> – Memo – Received – Memo details screen will be displayed.



2. View the memo.

Note: You may need to use the scroll bar to view the whole memo.

Do you want to print the memo?

If Yes, click on the Print button.

If No, click on the Exit button and go to Step 4 on page 34.

Result: The Create Message – Microsoft Internet Explorer window will be displayed.



3. To print the memo, click on the Printer icon ( ) to print the memo on your default printer.

When the memo has printed, click on the close button ( ) to close the window.

Result: The <Product> – Memo – Received – Memo details screen will be displayed again.


4. Click on the Exit button.

Result: The product home page screen with the Memos tab selected will be displayed again.

5. To return to the list of transactions, click on the Transactions tab.

This is the end of the procedure to view and/or print a memo.



Printing a Transaction

Overview

Once a transaction has been established, it can be printed for your records and later use, e.g. to fax an Import LC to their overseas supplier to ensure timely advice.

This procedure explains how to print a transaction.

Note 1: Transactions of any status can be printed with the exception of templates.

Note 2: When establishing or issuing a transaction, it needs to be saved either as a transaction or a draft so it has a status before it can be printed

Print a Transaction

Follow the steps below to print a transaction.

While the product used in the example is an Import LC, the procedure is the same for all products.

Step Action

1. From the product home page screen with the Transactions tab selected, click on the radio button in front of the transaction to be printed.

Note: While this procedure is shown starting from the product home page screen, it is the same from any screen where the Print preview button is active, e.g. the Party information screen.

Click on the Print preview button.

Result: A Microsoft Internet Explorer window showing the transaction will be displayed.




2. Click on the Printer icon ( ) to print the transaction on your default printer.

When the transaction has printed, click on the close button ( ) to close the window.

Result: The product home page screen will be displayed again.

This is the end of the procedure to print a transaction.


Deleting a Transaction

Overview

The following transactions can be deleted, but only if they have not been submitted to Westpac:

■ Import Letters of Credit transactions,

■ Trade Finance (Loan) application,

■ Transfer of an Export Letter of Credit, and

■ Assignment of proceeds of an Export Letter of Credit.

Once the transaction has been approved, it is sent to Westpac and can no longer be deleted. Only transactions that meet this criterion and have the following status can be deleted:

■ In process,

■ Incomplete, and

■ Template.

Note: Templates can only be deleted by:

■ the user that created the template, or

■ a Corporate Administrator.

The following procedure shows how to delete a transaction.


Delete a Transaction

Follow the steps below to delete a transaction.

While the product used in the example is an Import LC, the procedure is the same for all products and procedures shown on the previous page.

Step Action

1. From the product home page screen with the Transactions tab selected, click on the radio button in front of the transaction to be deleted.

Note: The transaction must have a status showing it has not been submitted to Westpac.

Click on the Delete button.

Result: A message will be displayed asking if you want to delete the selected transaction.

2. Click on the OK button.

Result: The product home page screen will be displayed again.



3. Note that the transaction is no longer displayed on the screen.

This is the end of the procedure to delete a transaction.



Approving/Rejecting Transactions

Overview

When a transaction has been processed by a customer, it needs to be approved before it will be sent to Westpac.

There are two ways the transaction can be approved:

■ The approver can click on the radio button in front of the transaction which will have a status of In process, and then on the Approve button.WARNING! This procedure could release the transaction with errors as it has not been checked.

■ The approver can click on the reference link, view the transaction, and, if it is satisfactory, click on the Approve button.

Both methods of approving a transaction include clicking on the Approve button.

If the transaction is not satisfactory, it can be rejected. In this case, it will go back to the product home page with a status of Rejected.

The procedure to accept or reject a transaction is the same for all types of transactions.

The following procedure shows how a transaction is either approved or rejected once the approver decides to approve or reject it.

Approving / Rejecting Transactions

Follow the steps below to approve or reject a transaction.

While the examples used below are payments for an Import LC and an Import Collection, the procedure is the same for all transactions with a Rejected status.

Step Action

1. When the decision has been made to approve or reject a transaction, click on the Approve button.

Result: The Approve window will be displayed.

2. Click on the characters on the screen keyboard to enter your password.

Is the transaction satisfactory?

If Yes, click on the Submit button. A message will be displayed saying the transaction is fully approved. Go to Step 6 on page 44.

If No, click on the Reject button.

Note: You may also click on the Cancel button to return the transaction to the product home page screen with a status if In process if your business procedures require it.

Result: The Enter reason for reject screen will be displayed.




3. Type the reason the payment is being rejected in the field on this screen, then click on the Continue button.

Result: A message will be displayed saying the rejection has been done.


Result: The product home page screen with the Transactions tab selected will be displayed again.


5. The status of this transaction will now be Rejected.

Click on the radio button in front of the transaction, then on the Edit/Amend button.

Note: For some products, you will need to click on the Edit button.

Follow the procedure to Process Rejected Transactions starting on page 47 of this User Guide to see why the transaction was rejected, then edit/amend the transaction accordingly.

Note: The edit/amendment procedure will be found in the relevant product User Guide.


Result: The product home page screen with the Transactions tab selected will be displayed again.



7. The status of the transaction will change from Approved to Sent to bank, and then Received.

Once Westpac has processed the transaction, the status will change to Released or another appropriate status.

The screen below shows an Import Collection payment transaction before Westpac receives it.

This is the end of the procedure to approve a transaction.


Rejected and Cancelled Transactions

Overview

When a transaction is sent to Westpac through Westpac WinTrade, it will be processed and given one of the following statuses:

■ Released,

■ Rejected, or

■ Cancelled.

Released This means that Westpac has checked the transaction for compliance and actioned it as appropriate.

Rejected This means that Westpac has checked the transaction for compliance and found some errors or omissions. The transaction is being returned to have the errors or omissions rectified.

Transaction approvers may also reject a transaction because of errors. In these cases, the transaction will be returned to the product home page with the status Rejected.

Cancelled This means that Westpac has checked the transaction for compliance and found some major errors. These errors are serious enough for Westpac to cancel it. Transactions with this status cannot be amended.

A transaction may be cancelled if it breaches business rules or credit rules, e.g. illegal exports or imports to or from a country, or the transaction is too great a credit risk.

Note: Transactions with a status of Released or Rejected will be displayed on the product home page when All is selected in the Status field. Transactions with a status of Cancelled will only be displayed on the product home page when Cancelled and rejected is selected in the Status field.


Processing Rejected Transactions

Follow the steps below to change the status of a rejected transaction.

While the example used below is a term payment for an Import LC, the procedure is the same for all transactions with a Rejected status.

Step Action

1. From the product home page screen with the Transactions tab selected, click on the radio button in front of the transaction with a Rejected status, then click on the Edit/Amend button.

Result: The first action screen for the type of transaction will be displayed.



2. Note: In this example, the screen displayed is the Part 1 of 3 – Summary information screen. It could be a different screen for other products and transaction types.

Click on the Comments button.

Result: The Comments window will appear.

3. View the comments.

Note: This will tell you what you need to edit/amend so the transaction can be released.

Click on the Cancel button.

Result: The first action screen for the type of transaction will be displayed again.



4. Continue with the procedure to edit/amend the transaction as required according to the comments in the previous step.

Note: The edit/amendment procedure will be found in the relevant product User Guide.


WinTrade Reports

Overview

There are reports available for all Westpac WinTrade products. The types of reports, the contents of each report and how to generate these reports are covered in the product User Guides.

Outstanding Liabilities Report

There is one report that is not product specific, and that is the Outstanding Liabilities Report. This report name appears separately in the List of products drop down menu when generating a report.

This report has the following headings for each product code:

■ Customer Reference,

■ Bank Reference,

■ Currency,

■ Amount in Currency,

■ Exchange Rate,

■ Liability Amount in Base,

■ Establishment Date, and

■ Due date.

Generating Outstanding Liabilities Report

To generate the Outstanding Liabilities Report, follow the procedure laid out in the product User Guides, and select Outstanding Liabilities Report from the drop down menu for the List of products field.

Documents

Orientation & Common Procedures User Guide · Market-leading technology to securely manage your trade transactions through a full range of importing and exporting business functions