International Trade Online USER GUIDE For informational purposes only, not considered an advertisement.
INTERNATIONAL TRADE ONLINE International Trade Online is the web-based offering from M&T Bank to manage your Letters of Credit and Documentary Collections. It allows you to create, submit, and track trade instruments and transactions through a web-based interface. You can also send and receive trade-related messages through the system, generate reports about your organization's trade activities, and maintain reference data. International Trade Online supports the creation of transactions for the following instrument types: Import Letter of Credit Standby Letter of Credit Export Letter of Credit (transfer and assign) Export Collection/Direct Send Collections When you create a transaction, you can either select a template or existing transaction on which to base the new transaction, or start with a blank transaction form. For example, your organization might regularly purchase the same goods from a supplier on Letter of Credit terms. You can save a template with standard information pertaining to the goods and supplier. You can then open the template and define the variable information, such as terms, expiry dates, and shipment dates, to create each new application for a Letter of Credit or a Documentary Collection. 1
TABLE OF CONTENTS INTRODUCTION... 1 First Time User Log On... 4 ITO Homepage... 10 Navigation Bar... 11 Transactions... 12 REPORTS... 13 Report Sample... 14 Sample Custom Report Creation Screen... 15 Reference Data... 16 Subsidiary Access... 17 Mail Messages... 17 Notifications... 18 My Links... 18 Adding Tasks... 19 Adding Reports... 20 IMPORTERS/ISSUERS... 21 Creating an Instrument... 21 Import DLC Application... 22 2
Standby LC Application...23 Creating an Amendment... 24 Import LC Amendment Screen... 25 Sample Standby/Guarantee Amendment... 26 DISCREPANCIES... 27 Viewing Discrepancies... 27 Replying to Discrepancies... 28 EXPORTING COLLECTIONS (DIRECT SEND COLLECTIONS)... 29 Creating a Direct Send Collection... 29 Creating the Application... 31 Printing the Collection Schedule and the Bill of Exchange...32 Import Collections... 34 Import Documentary Collection with Attached Documents... 35 Collection Acceptance... 36 Collection Authorize Payment... 37 DEFINITIONS... 38 FREQUENTLY ASKED QUESTIONS... 40 USEFUL TIPS... 42 3
FIRST TIME LOG ON 1. Prior to logging in for the first time, a user will receive two separate emails (similar to the ones shown below) informing them of their user name and one-time password. Proceed to the Log On page and enter the supplied user name and temporary password Link to Log On page: https://commercialservices.mandtbank.com/ Username e-mail: Password e-mail: 2. To assist in protecting you from potential fraud, we offer access to a security feature called Protector, at no cost. Protector is designed to mask Commercial Services Single Sign-On (CSSO) users log in credentials from keystroke logging malware. You can download Protector to each PC from which you access Commercial Services. Upon your initial log on, you will be presented with a pop-up message that includes instructions for downloading Protector. If you need assistance with activation, please refer to the Protector User Guide located in the Learning Center or please contact the Commercial Service Team Monday-Friday, 8:00am-6:00pm ET at 1-800-724-2240. 3. After installing Protector the fields for entering your Username and Password will appear in yellow and there will be a locked padlock icon in the upper right hand corner to indicate the Protector service is turned on. Enter your User Name and Temporary Password. 4
4. Next you will arrive on the Security Enhancement page. Click Continue to proceed. 5
5. After clicking Continue, you will be presented the Security Questions screen where you will be asked to select and provide answers to five unique questions from a pre-determined list. After selecting the five questions and providing answers, click the Continue button and you will be directed to the confirmation page. Note: Establishing your security questions enables you to use the Forgot Password? link from the logon page of CSSO. Once your security questions are established, upon clicking that link, you will be presented with two security questions. If answered correctly, you will receive an email containing your new temporary password. 6
6. The security question Confirmation screen allows you to review the questions you selected and your answers before submitting them to M&T. If you wish to change one of your questions and/or answers click the Update your Settings button. To approve your selections click the Finish button and you will arrive at the Password Change Request screen. Note: Would you like Us to Remember this Computer? - M&T offers the option to remember your computer based on your response during the enrollment process, as well as any subsequent challenge question pages. Consider choosing Yes for any device that you routinely use to access M&T Bank Internet pages, including your work computer, tablet, home computer or other device. If you are using someone else s computer, a public computer or you do not want M&T to remember this computer for any reason, select No. M&T will use this information during login attempts. If you choose Yes, you may be required to confirm your identity less frequently. If you select No during enrollment, you may be asked to authenticate yourself by answering challenge questions during future login attempts. You will have the opportunity to change your decision regarding computer recognition during future logins. 7
7. On the Password Change Request screen, re-enter your temporary password, type in new password and type your new password again in the Confirm New Password field. Next, click Change Password. The requirements for passwords on Commercial Single Sign on are as follows: Eight character minimum and a maximum of 20 At least one UPPER case letter and one LOWER case letter At least one number Repeating characters limited to three Cannot equal the user name Cannot be reused for 361 days Note: Your User password will expire every 90 days and trigger the Change Password page to display automatically. A New User Password must be selected prior to logging in. 8
8. After successfully updating your password, you will receive a confirmation screen. Click Continue and you will be logged into CSSO and arrive at the home page. Note: Your challenge questions enable you to use the Forgot Password? link from the logon page of CSSO. Once your challenge questions are established, clicking that link will present you with two challenge questions and if answered correctly you will be emailed a new temporary password. You can only self administer a password reset if your challenge questions have been completed, otherwise you will need to contact your administrator. 9
ITO HOMEPAGE The Home page provides a "home base" for you while working in the system, allowing you to view a summary of messages and instruments. From the Home page, you can access all other areas of the system through the navigation bar. 10
COMMON HEADER NAVIGATION BAR 11
TRANSACTIONS The Pending Transactions page allows you to display a list of transactions that have not yet been completely authorized. The Authorized Transactions page allows you to display a list of transactions that have been authorized and are awaiting bank approval. Transactions that you have created in International Trade Online or transactions that the bank has processed on your behalf are both displayed in the History. 12
REPORTS 13
REPORT SAMPLE 14
SAMPLE CUSTOM REPORT CREATION SCREEN 15
REFERENCE DATA Reference Data Parties Phrases Users Templates Description A party could be a supplier, if you are an importer, or your buyers, if you are an exporter. Banks involved in your transactions can also be entered into the system as parties so they can be referenced on transactions. Item containing a text statement for reference on transactions. Allows you to view the users in your organization who have access to the International Trade Online system. A partially completed transaction form, used as the basis for new transactions of the same type. 16
SUBSIDIARY ACCESS To select a company to initiate transactions for, click on the Subsidiary Access button. The company list will be displayed per screenshot below. The subsidiary name will be displayed in the page header. To return to the main company or to change to another division, click the button. MAIL MESSAGES The Mail page lists both incoming messages from your bank that require action from your organization (such as Discrepancy Notices), and outgoing messages and responses to your bank. Messages under this tab are organized into folders. 17
NOTIFICATIONS The Notifications page lists transactions that the bank has either processed or cancelled. Data presented on this page is for information purposes only and does not require action from your organization. MY LINKS Customize your own list of tasks using the option Click on the gear button to customize your list of tasks and reports. 18
ADDING TASKS Click Save when done 19
ADDING REPORTS Click Save when done My Links will now reflect your updated selections. 20
IMPORTERS/ISSUERS CREATING AN INSTRUMENT To Create a new instrument, click on the menu option Select whether you want to use a template, a previous instrument or a blank form The above list displays all the types of instruments that can be initiated This list may be shortened based on the customer s product needs 21
IMPORT DLC APPLICATION Once the data is entered onto the application, click on Verify Data. If there are no errors, the Authorize button will appear (if your security profile permits). Clicking the Authorize button will transmit the transaction to the bank. (If your company requires 2 users to authorize, a second user must login and authorize the same transaction before it is transmitted to the bank.) Often you will need a printed copy of the data in the application for review purposes before the application can be authorized. The ability to perform this type of review can minimize the need for amendments to an instrument. You can generate a pdf version of the application by selecting the LC Application Form button. When you click on the LC Application Form button, a separate window will be opened and will display the draft version of the application for printing. 22
STANDBY LC APPLICATION Once the data is entered onto the application, click on Verify Data. If there are no errors, the Authorize button will appear (if your security profile permits). Clicking the Authorize button will transmit the transaction to the bank. (If your company requires 2 users to authorize, a second user must login and authorize the same transaction before it is transmitted to the bank.) Often you will need a printed copy of the data in the application for review purposes before the application can be authorized. The ability to perform this type of review can minimize the need for amendments to an instrument. You can generate a pdf version of the application by selecting the LC Application Form button. When you click on the LC Application Form button, a separate window will be opened and will display the draft version of the application for printing. 23
CREATING AN AMENDMENT To create a transaction, such as an amendment, click on the menu option Select Create Amendment from the list Select the Instrument you wish to amend and click on the Select Button to initiate the Amendment transaction 24
IMPORT LC AMENDMENT SCREEN Once the data is entered onto the amendment, click on Verify Data. If there are no errors, the transaction status changes to Ready to Authorize, and an Authorize button will appear (if your security profile permits). Clicking the Authorize button will transmit the transaction to the bank. (If your company requires 2 users to authorize, a second user must login and authorize the same transaction before it is transmitted to the bank.) 25
SAMPLE STANDBY/GUARANTEE AMENDMENT Once the data is completed, Click Save. Click the Verify Data button to begin the system verification process. If there are no errors, the status will change to Ready to Authorize. The transaction can then be Authorized and released to the Bank. 26
DISCREPANCIES VIEWING DISCREPANCIES Discrepancy notices and other bank correspondences are found in the Mail tab within the Messages section. To view a Discrepancy Notice, simply click on the message Subject. This will open the Discrepancy notice screen. 27
REPLYING TO DISCREPANCIES To reply to a discrepancy, click the Reply to Bank from the Discrepancy Notice screen. The Discrepancy Response screen will appear. Select the desired option Click Verify Data to bring the transaction to Ready to Authorize 28
Click Authorize to transmit the message to the bank EXPORTING COLLECTIONS (DIRECT SEND COLLECTIONS) CREATING A DIRECT SEND COLLECTION To create a new Direct Send Collection, click on the menu option. Select whether you want to use a template, a previous instrument or a blank form. 29
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CREATING THE APPLICATION 31
Enter all pertinent information on the application. PRINTING THE COLLECTION SCHEDULE AND THE BILL OF EXCHANGE Once the data is entered, the transaction will then need to be verified and authorized. The transaction is then submitted to the bank for compliance checking. Once the transaction passes a successful compliance check, the status of the transaction in International Trade Online is updated to Processed by Bank. Only then will the links for the PDF documents be made available for printing. Once the transaction has been processed by the bank, locate the Direct Send Collection, and click on the Issue transaction. There will be two links and two buttons that will appear for viewing the Collection Schedule or Bill of Exchange. When you click on one of these links, a new browser window opens to display an Adobe Acrobat PDF file of the collection schedule or bill of exchange for the transaction. You can then print the PDF document(s) and attach these to your shipment documents and courier directly to the Drawee bank. 32
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IMPORT COLLECTIONS Locate the Import Collection from the Instrument History, and click on the Instrument ID number. Click on the Collect Transaction to view the schedule and the document images. 34
IMPORT DOCUMENTARY COLLECTION WITH ATTACHED DOCUMENTS 35
COLLECTION ACCEPTANCE To accept a collection using International Trade Online, click on the Create Message button found on the Collection Summary A new mail message window will open. Specify Documents are Accepted in the subject line. Provide the acceptance information and the mailing address for the documents in the Message section, and click the Send to Bank button once completed. Sample language for the Message section of a Collection Acceptance is as follows: I have reviewed the collection documents and drafts/bill of Exchange and accept the terms of this collection. Document delivery instructions: 36
COLLECTION AUTHORIZE PAYMENT To authorize full payment for a collection using International Trade Online, specify Authorize Payment in the Subject line. Provide payment information in the Mail message and click the Send to Bank button once complete. Sample language for the Message section for a full Collection Payment Authorization is as follows: I authorize you to make full payment on this collection. Document delivery instructions: To authorize partial payment for a collection using International Trade Online, specify Authorize Partial Payment in the Subject line. Provide payment information in the Mail message and click the Send to Bank button once complete. Sample language for partial Collection Payment Authorization is as follows: I authorize you to make a partial payment on this collection in the amount of $xxx,xxx.xx. Document delivery instructions:. 37
DEFINITIONS INSTRUMENT An instrument is a group of transactions in International Trade Online. The first transaction is an issue (for activities generated in the service) or could be either an advise or issue, for bank-initiated activities. Subsequent transactions are amendments, payments (issued by the bank), and usances (issued by the bank). An instrument can have related instruments; for example a usance Letter of Credit would have related instruments representing future payments. TRANSACTION A transaction is a trade related instruction from you to your bank processed through International Trade Online, such as a request to issue or amend a Letter of Credit. Transactions move through International Trade Online as they are created, verified, and authorized by users in your organization, and processed by the bank, as shown in the diagram below. Organizations can manage the life cycle of a transaction before it is delivered to the bank for processing in one of two ways: Any authorized user can authorize transactions for processing when it reaches the status of "Ready to Authorize". Any authorized user can route completed and verified transaction(s) to the next user for further processing (first or second authorization) through the route transaction functionality. The transaction status indicates where the transaction is in the workflow. The instrument also has a status, viewable on the Instrument Summary page; the status for an instrument is "Pending" until it is processed by the bank, when its status changes to "Active". 38
TRANSACTION STATUS TABLE The table below describes each transaction status, description and the related instrument area tab Transaction Status Description Instruments Area Tab Started The transaction has been created, but not verified. Pending Transactions, Instrument History Ready to Authorize The transaction data has been verified through the Verify Data action button. Pending Transactions, Instrument History Authorize Pending Authorize Failed Partially Authorized Authorized Processed by Bank The transaction is in the process of being updated by the system. Pending Transactions, Instrument History One of the approvers for the transaction returned the transaction Pending Transactions, for changes. When a user presses the Edit Data button to fix an Instrument History authorization problem on the transaction, the status of the transaction returns to "Started". Your organization requires that transactions are authorized by two users, but only one user has authorized the transaction. The transaction has been authorized by all required authorized user(s). It is then forwarded to your bank for processing. The bank has processed the transaction. At this stage in the process, the instrument status changes from "Pending" to "Active". Pending Transactions, Instrument History Authorized Transactions, Instrument History Instrument History Canceled by Bank The bank cancelled the transaction after they received it. Instrument History Deleted The transaction was deleted before it was forwarded to your bank for processing. Instrument History 39
FREQUENTLY ASKED QUESTIONS HOW CAN I COMPLETE MY WORK IF I AM NOT ABLE TO ACCESS INTERNATIONAL TRADE ONLINE? In the event that you are unable to access International Trade Online, you should contact International Trade Support (see contact information below) for further assistance to complete your Letter of Credit or Documentary Collection. Depending on the situation, we can assist you in providing a back-up alternative to submit your instrument. WHO SHOULD I CALL FOR QUESTIONS ABOUT INSTRUMENTS? We have in house subject matter experts that can discuss your Letter of Credit or Documentary Collection needs. Letter of Credit Support: 410-244-4824, Available Monday-Friday, 8:30 AM to 5:00 PM ET Documentary Collections Support: 410-244-4800, Available Monday-Friday, 8:30 AM to 5:00 PM ET WHO SHOULD I CALL FOR TECHNICAL SUPPORT? We have subject matter experts that can trouble shoot your technical issues with the International Trade Online Service. You can reach technical support at 410-244-4581 available Monday-Friday, 8:30 AM to 5:00 PM ET. WHY AM I LOGGED OFF AFTER 15 MINUTES? As a security feature, International Trade Online will automatically log you out of the system when there is no activity in your login session for 15 minutes. Examples of an activity include when you save your work, or if you switch from screen to screen. When you type in a text box, it is not considered interaction with the bank; therefore, you should save your work often. HOW DO I RESET MY COMMERCIAL SERVICES SINGLE SIGN-ON PASSWORD? International Trade Online CSSO password resets are handled by the M&T Bank Customer Service Team. The number for password resets is: (800) 724-2240, Option 1, Sub-Option3, available Monday-Friday, 8am-6pm ET You will be asked to verify the following information when you call for a password reset: The Company TID ID or Account Number Company name Caller s name The caller s user ID 40
When the Customer Service Team performs a password reset, you are provided with a temporary password. Upon your next login, you will then be required to change your password. HOW DO I CHANGE/ADD OR DELETE A USER? With commercial single signon, company administrators are responsible for new user set ups and changes. Please refer to the Commercial Single Signon Administrators Guide in the Learning Center for more details. CAN I USE MY BROWSER TOOL BAR TO NAVIGATE? Although you should not use your browser's tool bar controls to navigate through International Trade Online, you can use browser controls to assist your navigation through the online help system. HOW DO I GET MORE INFORMATION ON ERROR MESSAGES? The International Trade Online service provides a Help function in the Common Header to guide you as you complete your instrument application. HOW DO I GET TO THE HELP BUTTON? When you click the Help button in the navigation bar, the Help Home page appears, providing you with links to all areas of the help system. Accessing the Help Home page from the system also provides a navigation panel on the left side of the online help browser window, with a Table of Contents and Index. You can use the Help Home button, available from every help topic, to return to the Help Home page at any time. WHAT IS THE ICON USED FOR? When you click on the icon at the top of a page or section in the system, detailed help for the current page or section appears. When you access help in this way, the navigation panel does not display with the page or section help topic. 41
USEFUL TIPS USING BROWSER CONTROLS International Trade Online has been designed to allow navigation only through the page controls available within the system. Therefore, do not use the controls on your browser's tool bar (such as Back, Forward, and Reload) to navigate through the system. For example, if you access the Pending Transactions page from the Messages area, use the Messages button on the navigation bar to return to the Messages area. ERROR, WARNING, AND INFORMATION MESSAGES When International Trade Online processes information you have entered on a page (for example, verifying or authorizing a transaction or creating a party), one or more brief messages display in the messages and warnings area of the page to report the status or outcome of the processing. These one-line messages display at the top of the page, above the main content area of the page. There are three different types of messages that can display in the messages and warnings area: error messages, warning messages, and informational messages. Each type of message begins with an icon indicating the message type: - Indicates an error message - Indicates a warning message - Indicates an informational message The table below provides a description of each type of message that can appear in the messages and warnings area, including an example of each type of message. 42
CONTACT US WE ARE HERE TO ASSIST YOU. For International Trade online questions or other Treasury Management services, please contact your Treasury Management Consultant or call M&T s Commercial Service Team at: 1 (800) 724-2240 MONDAY FRIDAY 8AM TO 6PM ET 43