PIPA Operations Manual Table of Contents Important Sage 50 notes... 2 Logging In... 2 Invoice Tab... 2 Invoice Header... 3 Invoice Lines... 4 Posting Payments... 4 Raise from Purchase Orders... 8 New Invoice with Payment... 9 New Invoice with Payment for home currency... 11 History Tab... 13 1 In Commercial Confidence
Important Sage 50 notes There are several pieces of information that must be set-up in Sage 50 in order for PIPA to operate correctly: - There must be a bank account defined for the purpose of the Currency Cloud to use There must be a The Currency Cloud Supplier Account set-up All Suppliers to be processed through this routine must have their Bank details in Sage 50 completed There must be a bank account in the supplier currency being paid, this can be a virtual bank but must exist in Sage 50 Logging In When you double click on the PIPA icon you are taken into the PIPA Program. N.B. If the settings have not been completed, or PIPA cannot connect to Sage 50 or The Currency Cloud, the first screen presented is the settings screen. For more information on how to complete the settings please refer to the install manual If these have been completed the Invoice tab will be the first screen displayed Invoice Tab The Invoice Tab is where you can 1. Raise invoices for posting to Sage 50 2. Process a new invoice with payment transmission to The Currency Cloud so that these transactions can be paid using the most economic exchange rate 3. Recall an existing invoice and process the payment transmission to The Currency Cloud so that these transactions can be paid using the most economic exchange rate 4. Recall an existing purchase order and create an invoice for the order 2 In Commercial Confidence
5. Recall an existing purchase order, create the invoice and process the payment transmission to The Currency Cloud so that these transactions can be paid using the most economic exchange rate 6. If you select a home currency supplier and process an invoice in that home currency, PIPA will process the payment as a normal Sage 50 payment no payments will be processed via The Currency Cloud Invoice Header After selecting the supplier account the supplier name and currency will be displayed. If this supplier is a foreign currency supplier, the currency cannot be changed and the first bank account in that currency will be displayed. If you have more than one bank account in this currency you can select another bank. If this supplier is a home currency supplier, you can now select to pay them in another currency. The bank will be set to the TCC bank account chosen in settings. Post Payment Now, if this is ticked and you are posting a new invoice, this will post the payment with the invoice. If you are paying an existing invoice this will be set to ticked. Complete the invoice details Due Date: If you are processing a payment the due date will default to 3 days ahead of the invoice date. If you are not processing a payment the due date will be calculated using the terms on the suppliers account. Goods and VAT totals: You have the option to enter these totals and then have the PIPA cross check these back against the entered lines, or you can tick Recalculate Goods and VAT from lines. 3 In Commercial Confidence
There are several buttons on the right hand side: - Pay an existing Invoice This will bring up all of the outstanding invoices for the supplier you have entered on the main invoice screen. You can then select the invoice for payment by The Currency Cloud by putting a tick in the on the left. If you have a lot of transactions for the supplier you can use the filters at the bottom of the screen to aid you in finding the transactions you want Once you have selected the invoice you want to pay click on select. N.B you can only select one invoice at a time Invoice Lines The invoice lines will then be displayed in the main invoicing screen You are able to amend the invoice line details in here if you need to. Once you have amended any details click on Discard Invoice if you do not want to post the payment or click on Post Payment to post the payment into Sage 50 and send the request to The Currency Cloud Posting Payments Once you click on Post payment it will send the request for payment to The Currency Cloud and you will see the confirm rate screen. This screen will offer you the rate from The Currency Cloud and ask you to accept the rate and proceed with the payment. You have 20 seconds to decide if you want to accept the rate or reject the rate 4 In Commercial Confidence
If by the end of 20 seconds you have not accepted the rate, PIPA will automatically reject the rate and a message will appear as below Click ok to this message. You will then be returned to the previous screen. You will then need to click on save to bring up the rate screen and accept the rate or reject if the rate is not to your liking If the transaction is successfully submitted then a success screen will be displayed The supplier history will also be updated An email will be sent by The Currency Cloud to the email address registered in the settings detailing the transaction which contains the following information: - 5 In Commercial Confidence
Subject: DEMO - Trade confirmation email for trade 20131024-YCZBQF Hi Karen, Read this confirmation email very carefully as it contains important information. This is an official confirmation of the trade we just undertook and provides details of the trade, where you must transfer your funds to and when your funds must arrive by. This is a Confirmation of the Following Trade: Account Name: Boldfield Dev Account ID: 121019-00001 Traded by: Trade ID: Karen Gibbons 20131024-YCZBQF You Sold: GBP 125.59 One Hundred and Twenty Five British Pounds and 59p You Bought: USD 195.00 One Hundred and Ninety Five US Dollars and 0c We Traded At: 10:15 (BST Time) on 24 Oct 2013 Your Rate Was: GBPUSD 1.5527 USDGBP 0.6440 Mid-market Rate: Trade Type: Settlement Date: GBPUSD 1.6175 USDGBP 0.6182 Spot 15:30 (GMT Time) on 28 Oct 2013 Delivery Date: 28 Oct 2013 You Must Transfer The Following Funds: Final Balance: GBP 125.59 One Hundred and Twenty Five British Pounds and 59p The Funds Must Arrive By: 15:30 (GMT Time) on 28 Oct 2013 Your Final Balance Must Be Transferred to the Following Account: Bank Name: Bank Address: Barclays Bank plc Beneficiary Name: Beneficiary Account No.: FX CAP SEC CLTS 13071472 Sort Code: 200605 6 In Commercial Confidence
ABA: SWIFT / BIC Code: BARCGB22 IBAN: GB06 BARC 2006 0513 0714 72 Reference: "121019-00001" Important - Read Carefully: - The bank details above MUST be entered EXACTLY as above to avoid delays - The "Reference" above MUST be added to you transfer details to avoid delays - You may incur charges if any of the details above are not entered correctly - We advise you to send funds via a same day priority payment Please be aware that receipt of funds from The Currency Cloud Limited into your nominated bank account may result in charges being applied by the beneficiary/receiving bank. Any charges applied by a beneficiary/receiving bank are outside of the control of The Currency Cloud Limited, you should therefore contact the bank directly with regards to any charges that maybe applied against funds received by the bank prior to them crediting the beneficiary account. Important - If Your Funds Do Not Arrive By the 28 Oct 2013 : - You may incur financing charges - We may cancel your trade and you may incur trade settlement default charges - Details of these charges are in our Terms and Conditions (a copy is available here) - We advise you contact us if you believe your funds will not arrive on the 28 Oct 2013 Next Steps: - We are now waiting for you to send us your funds by the 28 Oct 2013 - You must give us the bank account details of where you want the funds sent - When your funds arrive we will onward transfer your currency to the account(s) you have given us - Once we transfer your funds we will send you an "Onward Transfer Confirmation" If You Have Any Questions - Contact Us: Phone: +44 (0)20 3326 8173 Fax: - Email: Thank you for your business! Kindest regards, The Currency Cloud Team http://www.thecurrencycloud.com/ support@thecurrencycloud.com The Currency Cloud is a trading name of The Currency Cloud Ltd. 2013 The Currency Cloud Limited. All Rights Reserved. The Currency Cloud Ltd is authorised by the Financial Conduct Authority, under the Payment Services Regulations, 2009, for the provision of payment services. FCA Registration No. (FRN 531019) The Currency Cloud Ltd is licensed and regulated by HMRC as a Money Services Business (MSB) License Number 12272696 The Currency Cloud Ltd is registered with the UK Data Protection Act - Registration Number Z1550331 Important: This e-mail and any attachment(s) are intended for the above named only and may be confidential. If you are not the named recipient please notify us immediately. You must not copy or disclose the contents to any third party. Internet e-mail is not a fully secure 7 In Commercial Confidence
communications medium. Please take this into account when sending e-mail to us. Any attachment(s) to this e-mail are believed to be free from virus, but it is the responsibility of the recipient to make all the necessary virus checks. Raise from Purchase Orders This allows you to raise Invoices for payment for Purchase orders and post them to Sage 50. Once you have selected the order(s) you wish to do this for click select You can then fill in the Nominal Codes for posting and any other relevant fields. Select the Post Payment now check box to post a payment on account for the transaction 8 In Commercial Confidence
New Invoice with Payment This is a foreign currency supplier; the first foreign currency bank account has been selected. Sage 50 will only allow you to post payments in the currency of the supplier; PIPA handles this by processing the payment against the currency bank account (which can be essentially a virtual bank account) and the transferring the payment over to the TCC bank If you have ticked Confirm Trade on the settings screen you will then be taken again to the confirm rate screen. 9 In Commercial Confidence
Again once accepted the transaction will be processed and the postings screen will be shown In the example above this is a new invoice and payment and it will have the following effect in Sage 50 1) An invoice has been posted to the supplier 2) A payment has been posted to the supplier against the currency bank account 3) An invoice has been posted to the The Currency Cloud supplier for the payment amount 4) A transfer has been processed between the currency bank account and the TCC bank account Sage Aged Creditors Report This will run the Aged Creditors report from Sage for the selected supplier You do not have to enter any of these options and can raise a payment from scratch. This will post through to the supplier account so you can allocate the payment later 10 In Commercial Confidence
New Invoice with Payment for home currency Select the currency, the post payment now will be set to ticked Enter the invoice details You will be asked to confirm the rate 11 In Commercial Confidence
The postings will be shown The invoice and payment have been posted against the supplier in the home currency 12 In Commercial Confidence
History Tab This will show the history for all the trades processed The status of the trade will be shown. When the trade has been settled by The Currency Cloud, on next entry to PIPA the process will be completed A bank receipt will be posted against the currency cloud bank using the TCC Settled Trades nominal account entered in settings. 13 In Commercial Confidence