Manual Asset Based Finance Manager

Transcription

1 Deutsche Bank Global Transaction Banking Manual Asset Based Finance Manager January 2018

2 Table of Contents 1. Working with Deutsche Bank Asset Based Finance Manager (ABF Manager) Before you start using ABF Manager The agreement System requirements The Digipass First login on ABF Manager Autobahn App Market Login on Autobahn App Market Navigating to ABF Manager Fin ding your way through the ABF Manager menu Start page Sub-menu structure Displaying data Making a screen print Sorting and selecting Logout Managing your products Selecting agreements Summary Movements Ageing Request Funds Statistics Top debtors In-Payment Enquiry Ledger Item Search Debtor Search Cash Flow position Snapshot PO Transactions Reports Ledger Analysis Request Reports View Reports Data exchange Schedule Entry Assignment Confirmation Debtor Maintenance Upload Files Deduction Entry Messages Explanation to the use of ABF Manager Points of attention 36 2

3 1. Working with Deutsche Bank Asset Based Finance Manager You are about to use ABF Manager, your online application for Asset Based Finance. ABF Manager allows you to effectively manage your working capital. This application provides you with insight in your working capital requirements and gives real-time information about your positions. Access to ABF Manager ABF Manager can be accessed via the Deutsche Bank Autobahn App Market, the central portal for Deutsche Bank s online products and services. The Autobahn App Market also gives you access to other online applications of Deutsche Bank. ABF Manager Maintenance ABF Manager is continuously being maintained. This requires to perform update releases. During a release the accessibility of ABF Manager could be impacted. We aim to reduce this lack of performance to a minimum. 3

4 2. Before you start using ABF Manager 2.1 The agreement After signing the Financial Services Agreement for Asset Based Finance (ABF) and returning the request form, you will be provided with access to ABF Manager. In order to use ABF Manager, you will receive: 1. Digipass; 2. User name; 3. PIN letter. 2.2 System requirements In order to best enjoy the possibilities offered by ABF Manager, we recommend the system requirements as published on The Digipass What is a Digipass The Digipass allows you to securely log in on Autobahn App Market from anywhere. Autobahn App Market contains ABF Manager and other online apps of Deutsche Bank. + ON 1 3 = switch on your Digipass = delete or confirm digits = confirm PIN during login = confirm PIN when signing 4

5 2.3.2 Activating your Digipass You must activate your Digipass before you can use it. This is done by entering the PIN that you received from Deutsche Bank with the Digipass. Before your first use of the Digipass the PIN must be changed to a code of your own choosing. NOTE: The Digipass and your PIN are strictly personal; do not share them with others. Activating the Digipass: Compare the serial number on the Digipass (bottom-left corner on the back) with the serial number stated in the letter you received with your PIN. NOTE: If these numbers do not match, please contact one of our Helpdesks immediately, at: Amsterdam: +31 (0) Eindhoven: +31 (0) ON Switch on your Digipass: simultaneously press and ON Enter the PIN you received from Deutsche Bank. If you make a mistake, press to delete the code and start again. Enter a 5-digit PIN of your own choosing. If you make a mistake, press to delete the code. Do not choose an easy combination like If you do, you will receive a warning in the display: NOT SAFE. Re-enter your own 5-digit PIN. You have successfully entered your new PIN if the message NEW PIN CONF appears in the display. Your Digipass is ready for use. You can now log in on Autobahn App Market and use ABF Manager. 5

6 2.3.3 What to do if the Digipass is blocked If you enter the wrong PIN, the message FAIL 1 will be displayed; if you enter the wrong PIN a second time, the message FAIL 2 appears. After three unsuccessful attempts, the Digipass will be blocked. You will now see a 7-digit lock-code. Before you can use the Digipass again, it must be unlocked. This is done by following these six steps: Call one of the Helpdesks: Amsterdam: +31 (0) Eindhoven: +31 (0) Give the 7-digit lock-code to the helpdesk assistant. You will find this code by switching on the Digipass. You then receive an unlocking code that you can use to unlock the Digipass. Switch on your Digipass: simultaneously press and ON. The lock-code appears in the display. Press and enter the 8-digit unlocking code. Enter a new 5-digit PIN of your own choosing. Do not choose an easy combination like Re-enter the 5-digit PIN of your own choosing for verification purposes. You have successfully entered your new PIN if the message NEW PIN CONF appears on the display of your Digipass. You can now use your Digipass again. 6

7 3. First login on ABF Manager 3.1 Autobahn App Market ABF Manager can be accessed via the Deutsche Bank Autobahn App Market, the central portal on which a wide range of online products and services of Deutsche Bank are offered. In order to log in on Autobahn App Market and ABF Manager you require the Digipass and PIN you received. As soon as you have logged in on Autobahn App Market you can use ABF Manager. 3.2 Login on Autobahn App Market ABF Manager distinguishes two user profiles: Read-only profile, giving you access to all data. Enabling profile, allowing you to enter data, request financing, receive reports, and giving you access to all data. Go to and log in. Digipass and personal PIN The first time you log in on Deutsche Bank s Autobahn App Market, you need to enter your user name, which you find in the PIN letter. Your user name will be remembered by the app for future use. Go to Click on Autobahn Login in the top right-hand corner of your screen. You will be taken to the Autobahn App Market login page. 7

8 Enter your user name in the login window. Switch on your Digipass: simultaneously press and ON. Enter your PIN. If you make a mistake, press to delete the code. The word SELECT appears in the display of your Digipass. Press 1 (Logon). Your Digipass will make an 8-digit code that you must use to log in. 3.3 Navigating to ABF Manager From the start page you can navigate to the Apps that are available for you under My Apps. Via Browse Apps you can access additional apps and options. Please find via below link the Autobahn Log-In and App Launch Instruction: pdf 8

9 4. Finding your way through the ABF Manager menu 4.1 Start page Each time you log in to ABF Manager, the start page opens. On this page you will find a welcome message, an upcoming release update or other messages in the event of a problem. 4.2 Sub-menu structure The window has a fixed layout, with an options menu on the left-hand side and the selected option on the right-hand side. If you select Portfolio Search, you will see the page containing an overview of all your ABF products. Here, you can select the product about which you want to have information or for which you wish for instance to request financing. The menu on the left-hand side is determined by the product selection. In addition, on several pages you will find buttons on the right-hand side that you may click for more detailed information. By clicking on a description on the left, the desired sub-menu is opened on the right. If more details are available about the results on the right-hand side of the window, these will be shown if you move your mouse over the relevant segment and click. You can always return to the previous window by clicking. 4.3 Displaying data Data are displayed in ABF Manager as follows: Amounts Dates Time Hyperlinks Positive amounts are always displayed as follows: 1.234,56 or are displayed in the Credit column, depending on where you are in the menu. Negative amounts are always underscored, as follows: 1.234,56 or are displayed in the Debit column. Dates are displayed as follows: d/m/yy. E.g.: 1/2/16. The indicated time in ABF Manager is CET-1. A hyperlink is typically displayed in (blue) and/or underscored 9

10 4.4 Making a screen print Each window has a print button in the bottom-left corner. By clicking this button a second window opens, in which you are asked to select a printer. 10

11 4.5 Sorting and selecting Information in ABF Manager is sorted and selected using selection criteria. The possibility of entering search and selection criteria is provided in a fold-out menu, in which fixed criteria may be selected. In addition, there are free search fields in which you can manually enter search terms, e.g. amounts or names. By clicking the button the entered search terms are deleted and a new search instruction may be entered. When entering selection and search criteria the following must be noted: If you only wish to find one specific value, you enter the same value in both the From and the To fields; If you wish to find all values up to a specific maximum, you only fill in the To field; The debtor s name may either be a combination of numerals or of alpha numerals; The debtor reference number is always a combination of numerals or of alpha numerals; Numerical values may be entered in any format. Use a stop (.) as decimal separator; In a pull-down menu, such as Sales Ledger, the menu folds out by clicking on it. If a list of options appears, you can scroll through them by using the scroll-wheel on your mouse or by pressing the arrows on your keyboard; Dates are entered by clicking the calendar button and selecting the desired date, or by manually entering the date. Dates are always displayed as: d/m/yy. 4.6 Logout Just as with other bank applications, you are strongly advised to log out as soon as you no longer use ABF Manager. By doing so you avoid unauthorized use of the application by others. The logout button is found at the bottom of the menu bar on the left-hand side of the window. It is also possible to close a session by clicking the red x in the top-right hand corner. If ABF Manager or another app on the Autobahn App Market is not used for more than 15 minutes, the session is automatically terminated. In that case you need to log in again. 11

12 5. Managing your products 5.1 Selecting agreements After you have selected the Portfolio Search menu option, you will see all your active products and complete overviews (if any). By selecting an agreement, you are taken to the sub-menu Summary. 5.2 Summary The overview window, as represented above, is product-specific. There are four possible alternatives: 1. Sales Ledger Finance 2. Individual Receivables Finance (including Debtor Management) 3. Inventory Finance 4. Purchase Order Finance In the next chapters, the individual (sub)menu items will be discussed in detail. In case a (sub)menu item is only applicable for one of the four agreement types, this will be highlighted in the chapter title Sales Ledger Finance Below, an example is provided of the summary window for the product Sales Ledger Finance. You will see the details of the above overview by selecting the separate items. 12

13 Below, we give a general description of the various items that may be selected. 1. Account Balance: Provides detailed information about the gross balance of receivables and is netted out with credit amounts. 2. Funding Disapproved: Shows a list of disapproved items that are processed automatically. 3. Disputed: Shows the balance of the accounts in respect of which a dispute is reported. 4. Verified: Shows the balance of receivables as verified by the Client Service Manager. 5. Funds in Use: Shows the actual balance of the current account. NOTE: Debit positions are shown as positives and credit positions as negatives. 6. Set Offs: Shows the deduction in respect of offsettable invoices in connection with debtors / creditors positions. 7. Other Retentions: Shows other retentions (if applicable). 8. Money in Transit: Shows the availability under the Money in Transit account. NOTE: Debit balances are not taken into account for the borrowing base calculation 9. Close of Day Availability: Shows the availability on the previous day. 10. Close of Day Availability Excl. Increase Advance: Item 9 minus authorized increased advance. 11. Close of Day Available Funds: Shows the availability on the previous day, subject to the limit of the facility. 12. Borrowing Base: Shows the amount of the Account Balance minus the Funding Disapproved (2), Set Offs (6), Other Retentions (7), Money in Transit (8) and Concentration Retention (13), and multiplied by the advance rate. 13. Concentration Retention: Shows the amount of the retention related to the concentration agreements in the contract. 14. Availability: Shows the availability, without taking into account the credit limit. 15. Available Funds: Shows the availability, taking into account the credit limit. Next to items as described above, the following items can also be present in the service agreement summary screen if applicable to the Sales Ledger Finance Agreement. a. Overdue: Shows the balance after the first due date, if the prescribed term of payment has expired. b. Value Dated Funds in Use: Shows the value-dated balance of the current account (e.g. check payments). c. Ban of Assignment: Shows the deduction in respect of receivables which may not be pledged. d. Non-OECD Retention: Shows the deduction in respect of receivables of Non-OECD debtors. Non-OECD refers to countries that are not affiliated with the Organization for Economic Cooperation and Development. 13

14 It is also possible to see details of specific items. For instance, under the item Disapproved Breakdown you will find a detailed overview of disapproved items Individual Receivables Finance (including debtor management) The service agreement summary screen below is displayed if an Individual Receivables Finance contract is concluded. 14

15 In addition to the items described in chapter also the following items can be present in the service agreement summary screen of an Individual Receivables Finance agreement including debtor management. a. Unreconciled Credits: Shows all credit movements to be allocated. b. Unreconciled In-payments: Shows cash movements to be allocated Inventory Finance The service agreement summary screen below is displayed if an inventory finance contract is concluded. In addition to the matters discussed in chapter 5.2.1, you will find the item Bulk Collateral Account (1). This displays the total of inventory pledged for financing purposes. The Borrowing Base shows the availability based on pledged inventory, multiplied by the advance rate. If you have any questions on the inventory ratio vis-à-vis the availability, please contact your Client Service Manager Purchase Order Finance If you have concluded a Purchase Order Finance contract the below service agreement summary screen is displayed. In addition to the items already described in the sections 5.2.1, and you will also find the items PO Finance Pre Shipment, PO Finance Goods in Transit and PO Finance Client Liability. In case a Purchase Order Finance contract is concluded, the number of items in the agreement menu is limited to four. Regarding Purchase Order Finance you can use PO Transactions in the left-hand menu to obtain a detailed overview of all current transactions. By selecting a current transaction and clicking View detailed information about that specific transaction is displayed. See also the section PO Transactions in chapter

16 5.3 Movements The Movements submenu gives you the possibility to create an overview of specific movements within a specific period. By specifying the desired period (1), relevant account, manner of sorting the results (2) and clicking on Search (3), all movements matching the specified selection will be displayed. It is possible to request a complete overview per type of transaction by clicking on Transaction Type Totals (4). If there are more than 10 movements that match the specified selection, it is possible, by clicking Next (5), to proceed to the next tab of movements. 16

17 5.4 Ageing The sub-menu Ageing contains the start date and agreed period of the Ageing Category (1), the total balance of outstanding invoices (2) and a detailed overview of the outstanding invoices for each period (3) Request Funds You may request funds via the submenu Request Funds in the summary overview, or by filling in the requested amount in the summary overview as shown below. 17

18 First, select the amount and type of payment (standard or urgent), next, click Submit. You will receive a message on your screen. Click OK to submit the request. The requested advance appears in a new window. IMPORTANT: The costs of the transfer are included in the requested funds. The applicable charges are included in the agreed terms and conditions. 18

19 5.6 Statistics In the Statistics sub-menu you can generate graphs or charts covering a specific period. By selecting the relevant period (1) and clicking Search (2), all reports covering that period are shown. After selecting the desired reporting format and clicking on one of the graph buttons (3), a diagram, bar chart or graph is opened in a second window Top Debtors In the sub-menu Top Debtors you can create an overview of your top x debtors. Enter the desired number of debtors (1) and click Search. The debtors are represented at the bottom of the search menu (2). The list of debtors also shows whether or not a debtor is uniquely matched with our data. The receivables of these debtors may only be pledged for financing purposes after your debtors have been linked to an existing debtor who is recognized by the system. At the bottom of the overview, you will find various buttons that can be used to sort the overview of top debtors (3). 19

20 5.8 In-Payment Enquiry You can consult an overview of In-Payments from a specific date or from or up to a specific period, by entering the desired period in Date Selection (1). By clicking Search, an overview is displayed of all In-Payments (2). In-Payments may have been received on more than one date. ABF Manager groups the In-Payments by day, the oldest ones first. By clicking Next (3) the first date on which In-Payments have been received will be displayed. In-Payments received from your debtors are indicated in ABF manager with an (minus sign), see the overview below. In case you make use of the functionality of Intraday movements (MT942), you can view these movements in the Messages menu or via the MT942 csv report in the Request Reports menu. End-of-day (EOD) movements can be downloaded in MT940 format via Request Reports menu. 5.9 Ledger Item Search By entering at least one search term in the sub-menu Ledger Item Search (1) and clicking on Search you can search for one or more invoices (2). By clicking Debtor Account Enquiry (3) you can view the invoices at debtor level. 20

21 5.10 Debtor Search You can find more details about your debtors by entering at least one search term in the menu option Debtor Search (1) and clicking Search. The search result and contact details are displayed in the follow-up window. In the tabs beneath the contact details you can view the current balance, credit limit and recent payments. On the left-hand side, you find an extra submenu in which you can search for extra details about your debtors. It is for instance possible to analyze a specific debtor s account. 21

22 In the menu Debtors select Enquiry. The window Debtor Account Enquiry appears, in which you can examine separate (outstanding) invoices Cash Flow Position The sub-menu Cash Flow Position provides an overview of the agreed aging parameters, in days and start date (1), overall position (2), total per 30 days (3) and collection performance (4) of the debtor concerned. 22

23 5.12 Snapshot (Sales Ledger Finance & Individual Receivables Finance only) The sub-menu Snapshot offers the possibility to obtain a summary of all credit and debit payments in respect of the product concerned, based on: month; last 30 days; year to date; specific period. The result of your search is displayed (2) PO Transactions (Purchase Order Finance only) 23

24 In the window PO Transactions you will find the current transactions under your Purchase Order Finance agreement. For each current transaction it is possible to request details of the transaction and of shipments, if any. 24

25 6. Reports There are three types of reports: 1. Reports you may request yourself. 2. Reports that are generated on the basis of an activity ( event driven reports ). 3. Reports that are generated automatically on the basis of push -messages, e.g. payments. NOTE: Reports are always displayed at agreement level. It is possible to consolidate reports, for instance by downloading the desired format for all agreements (e.g..csv) individually and manually merge these into a single file. 6.1 Ledger Analysis (Sales Ledger Finance & Individual Receivables Finance only) The Ledger Analysis sub-menu contains a series of standard online reports, which can be generated by for instance entering the desired dates or currency. By clicking Search, an overview of the selected data is displayed in a follow-up window. In the sub-menu Request Reports you can print reports as (for example) an Excel or PDF file. 6.2 Request Reports Which reports you may request depends on the product you have selected. After you select a report (1) and click Continue (2), you can choose the format of the report under Output Strategy (3) and depending on the type of report the period/date (4). Next, click Request Report (5) to generate the report. Brief explanation of output formats: Internet Service : is the standard option if you wish to download the report from ABF Manager (you can select the format before downloading). MT940 Format : only relevant when you request an electronic bank statement (MT940). 25

26 6.3 View Reports The requested reports are displayed in the sub-menu View Reports. By selecting the format (1) and/or period (2) it is possible to view only specific requested reports. Reports may be downloaded by selecting the report and specifying the desired format. The selected report may opened in the browser. If you wish to save a report to your computer, select Download (3) and save the document. Under the header Request Status in the sub-menu View Reports, you will find various terms. Note that the message: Waiting for Information Manager is displayed if the report cannot yet be generated because the period has not yet ended; for instance if you request a report for a daily bank statement EOD during the day, or if you request an interest statement report halfway through the month. 26

27 7. Data exchange 7.1 Schedule Entry (Individual Receivables Finance only) Using the menu option Schedule Entry you can manually enter invoices or credit notes and send these to us. To do so, you must indicate the type of document (invoice or credit note), currency and the reference for your own administration (1). Next, indicate the transaction details (2) and add these for each debtor (3). To add details for another debtor, first click Clear Debtor, and select the next debtor. After you have entered all details, click Finish (4), after which you may add extra data to the batch, if so desired. Next, click on the bullet (5) and Submit Batch (6). You are advised to only use this option if it is not possible for you to submit a data file containing new turnover (see the section 7.4 Upload Files ). 27

28 7.2 Assignment Confirmation This overview provides the status of all submitted files with invoices and/or credit notes. 7.3 Debtor Maintenance The sub-menu Debtor Maintenance shows the debtors you have manually entered in the past (1), offering you the possibility to change (2) or remove (3) data. It is also possible to manually add new debtors (4) (5). NOTE: This overview does NOT show the debtors entered via file upload (see the section 7.4 Upload Files ). It is not possible to manually change the details for these debtors. 28

29 7.4 Upload Files With the menu Upload Files it is possible to submit three types of files: 1. A debtor file (.DEB) containing the most recent overview of your clients (debtors). Check the option Debtor upload and select the document by clicking on the Browse button. After the window is opened, click on the document that you wish to upload, and next on Open. 29

30 In the field File Location you will see the path to the document. Click Submit to upload the file. 2. Upload turnover to ABF Manager. Check the option Schedules (.INV) in case of an Individual Receivables Finance agreement or Shadow Ledger (.SLF) in case of a Sales Ledger Finance agreement and select the document by clicking the Browse button. 30

31 After the window is opened, click on the document that you wish to upload and click Open. In the field File location you will see the path to the document. Click Submit to upload the file. NOTE: If you have concluded an Individual Receivables Finance agreement you must first accept the terms and conditions for the transfer of the invoices by checking the relevant field, before you can upload the Schedules. This is not necessary for a Sales Ledger Finance agreement. Below, an overview is provided of when to submit which file type. The terminology used in ABF Manager is as follows: Debtors Debtors upload New Turnover Schedules Outstanding items Shadow Ledger Product Type of file ABF Sales Ledger Finance ABF Individual Receivables Finance Accounts Receivable New turnover Outstanding items 31

32 3. SEPA Direct Debit file for collecting to the credit of the on behalf of account Check the option SEPA Direct Debit File and select the document by clicking the Browse button. After the window is opened, click on the document that you wish to upload and click Open. 32

33 In the field File location you will see the path to the document. Click Submit (1) to upload the file. Reporting upload of files: When you upload a file and send it via ABF Manager, you will receive a message that the file is successfully submitted. This is the confirmation that the message was received by Deutsche Bank ABF, but does not say anything about the quality of the file. If the file cannot be processed, entirely or in part, you will be informed by your Client Service Manager. 7.5 Deduction Entry (Individual Receivables Finance only) The sub-menu Deduction Entry allows you to submit deductions from the balance of receivables, e.g. direct payments or disputes. To do so, select the invoice concerned (1) and the reason for the deduction (2) plus additional information or Dispute Request (3). 33

34 Populate the amount to be deducted (1), the Deduction total (2) and the reason/comments. Click Submit (4) to process the deductions. 34

35 8. Messages Via the sub-menu Messages ABF Manager provides you an overview of unread messages (1) and the total number of messages (2). The message list not only provides the MT942 messages (intraday transactions), but also offers the possibility to create (3), receive and reply to (4), view (5) and delete messages (6). 35

36 9. Explanation of the use of ABF Manager 9.1 Points of attention If you have concluded several financing agreements, you can check the availability by selecting Portfolio Search in the menu, and Agreement Type Aggregation Agreement ABF Total Exposure. In the Total Exposure agreement types you will find the aggregated availability via the Availability Breakdown button (1). Next return to Portfolio Search and choose the proper product for which you request funds. Do no forget the payment charges when requesting a credit. These are deducted from the available credit: available credit -/- payment charges = requested financing amount. 38