YOUR QUICK START GUIDE TO CREATING AN INTERNATIONAL WIRE

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1 YOUR QUICK START GUIDE TO CREATING AN INTERNATIONAL WIRE International Wire functions can be accessed through the Services g Payments menu in Intellix. Your access to different options and information within Intellix Payments is based on your organization s entitlements and your permissions. As a result, you may only have access to some of the functions and information outlined in this guide. This quick start guide reviews a few of the functions available within Intellix Payments to help you get started; please refer to the International Wire Transfer Reference Guide for more detailed instructions. NOTE: After 5 minutes of inactivity, a Session Expiration Warning will display in a separate window allowing you to extend the Intellix session. All information not submitted will be lost and you will be logged off Intellix unless the session is extended. Viewing the Payment Management list The Payment Management list is the central screen for managing payments. Once payments have been created, they will display in the Payment Management list. To access this list within the Services g Payments menu, select Payment Management. The View menu allows you to select which payments are shown in the list, such as Approved Payments. You can also create your own views. Filter: Allows you to specify criteria to refine the payments shown in the list. View Commands: Allow you to export, print and manage the different aspects of the current view. Payments List: Payments shown based on the view and filter selections. Columns can be added, modified, or moved. Payments can be viewed, modified, approved, rejected or deleted. Command Buttons: Allow you to perform actions against selected payments. Command Links: Allow you to create or import new payments and templates. Creating an International Wire

2 Creating a New Freeform International Wire Transfer Click Create Payment under the Services g Payments menu or from the bottom of the Payment Management screen. Select the Wire-International Payment Type and complete the Payment Information. NOTE: Please double-check the Beneficiary Account Number to make sure it is accurate; incorrect numbers will cause a processing delay. Ensure the preferred Credit Currency for the beneficiary is selected here; you will not be able to change this later. Click Continue. Select or enter the Benefi ciary Information for the payment. NOTE: You may add the beneficiary to the Beneficiary Address Book for future use by selecting the Add Benefi ciary Record radio button and click the Commit Changes link. 5 By Order of Information: If this wire is being made on behalf of a third party, select Yes and complete the additional fields that display; if not, select No. 5 Creating an International Wire

3 6 Complete the Amounts & Dates section: A. Identify how you wish to define the payment amount: Keep the default Payment radio button selected to define the payment by the foreign currency amount to be paid to the beneficiary; the amount debited from your account will be based on the exchange rate. Select the Debit radio button to define the payment by the US dollar amount that should be debited from your account for this wire transfer; the amount paid to the beneficiary will be based on the exchange rate. NOTE: If the wire is going to a foreign US dollar bank account, then defining the payment in the Payment or Debit amount is the same and there is no exchange rate. B. Enter the Payment Amount or Debit Amount. Once this amount has been entered, an estimated exchange rate will appear. C. The Value Date (effective date) will default to a future business date based on the destination of the payment and the currency selected. Select a different Value Date if needed. D. Charges associated with International Wires will default to shared, but can be changed based on prior agreement to be paid by the sender (Ours). E. Contract ID: For wires greater than or equal to $00, USD, contact the Capital One FX Desk at to obtain the Contract ID and Exchange Rate for your transfer. 7 Add optional information as needed, including: Payment Details: To send additional information to the beneficiary (e.g. invoice number). Bank to Bank Instructions: To send additional information to the receiving bank (e.g. the FX Desk may instruct you to enter the Contract ID preceded by /BNF/ ). 8 Click Submit. See page 8 for details on approving this payment Creating an International Wire

4 Creating an International Wire Template Templates store payment data and allow you to quickly create new wires based on the details specified in the template. Click Create Template under the Services g Payments menu or from the bottom of the Payment Management screen. Select the Wire-International Payment Type and complete the Payment Information section. NOTE: Please double-check the Beneficiary Account Number to make sure it is accurate; incorrect numbers will cause a processing delay. Ensure the preferred Credit Currency for the beneficiary is selected here; you will not be able to change this later. The Restrict checkbox allows you to restrict access to the template. Once this checkbox is selected, then the Template can be permissioned to a role. Enter a Template Name and Template Description and click Continue. Creating an International Wire

5 5 Complete the Beneficiary Name and Beneficiary Bank Details section and enter the Beneficiary Information for the payment. You may also add the beneficiary to the Beneficiary Address Book for future use by selecting the applicable radio button at the bottom of this section. 5 6 Complete the Amounts & Dates section: A. Identify how you wish to define the payment amount: Keep the default Payment radio button selected to define the payment by the foreign currency amount to be paid to the beneficiary; the amount debited from your account will be based on the exchange rate. Select the Debit radio button to define the payment by the US dollar amount that should be debited from your account for this wire transfer; the amount paid to the beneficiary will be based on the exchange rate. NOTE: If the wire is going to a foreign US dollar bank account, then defining the payment in the Payment or Debit amount is the same and there is no exchange rate. B. Enter the Payment Amount or Debit Amount. Once this amount has been entered, an estimated exchange rate will appear. C. Charges associated with International Wires will default to shared, but can be changed based on prior agreement to be paid by the sender (Ours) Add optional information as needed, including: Payment Details: To send additional information to the beneficiary (e.g. invoice number). Bank to Bank Instructions: To send additional information to the receiving bank (e.g. the FX Desk may instruct you to enter the Contract ID preceded by /BNF/ ). 8 Click Submit. See page 8 for details on approving this payment. Creating an International Wire 5

6 Creating an International Wire Transfer from a Template Payments can be created based on a predefined template, but you can only change the Value Date (effective date), the Amount, and Optional Information. Click Maintain Templates under the Services g Payments g Templates menu. Click on the Actions drop-down menu button next to the template you wish to use, and select Copy as Payment. Change the payment Value Date and Payment Amounts as desired. 5 Add optional information as needed, including: Payment Details: To send additional information to the beneficiary (e.g. invoice number). Bank to Bank Instructions: To send additional information to the receiving bank (e.g. the FX Desk may instruct you to enter the Contract ID preceded by /BNF/ ). Submit the payment. See page 8 for details on the approval process. Creating an International Wire 6

7 Importing a File as an International Wire Transfer Click Import Payments from the Services g Payments g Manage & Initiate Payments menu. On the Import File screen click the radio button to select the correct Import format for the file being imported. 5 Select the Import Method: A. Individual Payments (default) imports each payment as an individual line item and allows you to modify these payments after import. B. File imports the payments as a single line item and does not allow for modification of individual payments after import. Click the Choose File button to select the file to be imported. Click the Import button to begin the import process. 6 7 The File Import In Progress window displays. Close this window. The import will continue in the background and you can proceed with other work in Intellix while the import concludes. If the import is successful, the payment will appear in Payment Management in Entered status. The payment must be approved by an authorized approver. See page 8 for details on approvals. If the import fails, a message will appear in the messages window on the Intellix menu bar. 5 6 Creating an International Wire 7

8 Repairing an imported file If the file imports in a Needs Repair status, this means that data such as the ABA or Value Date are missing or invalid. In this case, the file can be repaired directly in Intellix. Select Modify from the Actions drop-down menu. Make changes to the data as needed. Click Submit. The payment will now appear in Entered status and must be approved by an authorized approver. See below for details on approvals. Approving or Rejecting a Payment or Template After submitting a payment or template, depending on your organization s approval policy, it may need to be approved as a second step. For more information about Intellix approvals, refer to the Payments Reference Guide. For approving payments: Select Payment Management from the Services g Payments g Manage and Initiate Payments menu. For approving templates: Select Maintain Templates from the Services g Payments g Templates menu. Locate the payment or template. Click on the payment or template record to open the item. Review the item for accuracy and completeness. 5 If the item is acceptable, click the Approve button at the bottom of the screen. 6 For payments, enter your Password and Tokencode to complete the approval. 7 For international wires in foreign currency that do not have a Contract ID, on the process date of the wire, an authorized person will need to accept the exchange rate (view steps on next page). NOTE: For international wires in foreign currency that have a Contract ID, this ends the process. Creating an International Wire 8

9 Accepting the Exchange Rate for an International Wire in Foreign Currency For international wire transfers involving foreign currency that do not have a Contract ID, after approval, the payments go into a status of Needs Rate. At this point, an authorized person must review and accept the exchange rate in effect on the process date for the transfer to be executed. This rate is available through the Get Rate button, by following these steps: Locate the transfer on Payment Management. Select Get Rate from the Actions drop-down menu. Click Accept Rate from the Actions drop-down menu. NOTE: You have 0 seconds from the time the rate appears to click Accept Rate. Scheduling Recurring International Wire Transfers From the Services g Payments g Templates menu, select Maintain Templates. Click the Actions drop-down menu button next to the template you would like to use. Click Schedule. The Schedule Payment screen displays. Creating an International Wire 9

10 A. Set the Recurrence Pattern: Daily, weekly, monthly, yearly, etc., and complete the additional detail (e.g., Weekly Tuesday). B. Set the Range of Recurrence. Schedule Starting Date: This is not the first Value Date; it is the date on which Intellix begins looking for the first payment in the recurrence cycle. To set this for Daily recurrences: Enter a Schedule Starting Date that is either or business days prior to the first desired payment Value Date, dependent on payment destination. The Schedule Start date for payments to Canada and Mexico should be days prior, and all other destination countries should be days. If you want the first Value Date to be: Friday, June You must enter this Schedule Starting Date: Either Monday, June 9 or Tuesday, June 0, based on the payment destination. NOTE: You must enter this date prior to the actual Schedule starting date in the example above, enter this information prior to the 9th or 0th, depending on the destination country of the payment noted above. End Date: Set the date you wish the sequence to end, if applicable. C. Payment Settings: The Creation Time will be prefilled with the default time. Select what the system should do when the Effective Date falls on a non-business day. Click Save. Creating an International Wire