Transactive Trade - Reference Data for Administrators
Geography: This article is applicable for ANZ Transactive - Global customers banking in all ANZ geographies. Full details are available in Features by Geography.
Administration Models
ANZ will have set up your organisation with one of the following Administration Models based on your organisation's requirements:
Single Administration: Requires one Administrator to create, edit, apply or delete Reference Data
Dual Administration: Requires two Administrators to create, edit, apply or delete Reference Data
Organisations using dual administration models require two Administrators to approve some changes made to Reference Data. These changes include adding or editing an Address Book, creating or deleting a password user. All Administrators required two-factor authentication (2FA).
Administrator Roles are available in Australia and New Zealand only. For all other locations, if you require any set-up or edits to Reference Data mentioned in this article, please contact ANZ.
Authorisation Models for User profiles
ANZ will have set up your organisation with one of the following Authorisation Models per product based on your organisation's requirements:
Single Approver: Requires one approver to authorise a transaction
Dual Approvers: Requires any two approvers to authorise a transaction
Approvers from Different Work Groups: Requires any two approvers to authorise a transaction from different Work Groups
Panel Approvers: Requires approvers from a structured Panel Authorisation mandate to authorise a transaction based on the product type and transaction amount range.
All approvers are required to authorise a transaction with two-factor authentication (2FA).
When creating a Company administered user profile or updating an existing user profile, the following Authorisation Matrix applies.
Authorisation Matrix
AUTHORISATION MODEL
Threshold Groups
Work Groups
Panel Authorisation Group
My Organisation Profile > Panel Approver Aliases
Single Approver
Applicable
Not Applicable
Not Applicable
Not Applicable
Dual Approver
Applicable
Not Applicable
Not Applicable
Not Applicable
Two Approvers from different Work Groups
Applicable
Applicable
Not Applicable
Not Applicable
Panel Approvers
Not Applicable
Not Applicable
Applicable
Optional
Reference Data Overview
Based on your user entitlements, you can view and manage the following Reference Data attributes and settings:
REFERENCE DATA
DESCRIPTION
My Organisation's Profile
If required, manage your Panel Approver Aliases and Payment File Definition preferences.
Address Book
Store commonly used address book party information, including counterparty name, address and account details. Use the magnifying glass to populate the name and address fields from the selected Address Book party in a transaction.
View the Invoice file format that defines the exact order, date format and delimiters the upload file needs to meet for Trade Loans and Supply Chain Finance invoices.
Notification criteria define the recipients and frequency of automated portal and email notifications for your organisation. Only one customised Notification Rule exists per organisation.
View the organisation's signing mandate. Panel Authorisation Groups ensure the correct number of users approve a transaction based on the currency, value, sequence, and number of approvers. The Panel Group is then assigned to a user profile.
Store commonly used standard text, including Goods Descriptions and Settlement Instructions, and apply to a transaction using the field drop-down list.
Bank standard Security Profiles define access, permissions and capabilities that users can view, create, edit, authorise or delete. Each user is assigned a Security Profile.
Assign templates to a Template Group and define which users can use specific templates. Template Groups enables further control over the type of Instruments a user can create. The Template Group is then assigned to a user profile.
Assign Work Groups to users for authorisation purposes, where the organisation's authorisation model requires two approvers from different groups. The Work Group is then assigned to a user profile.
Eligible users can view indicative Foreign Exchange Rates used to calculate the user's threshold limit.
Foreign Exchange Rates screen
FILTERS
DESCRIPTION
Show 10 20 30
Click to show number of Foreign Exchange Rates in the grid.
COLUMNS
COLUMN
DESCRIPTION
Currency
Currency of the rate.
Calculation Method
Divide or Multiple.
Mid Rate
Mid rate.
Last Modified
Date the rate was last updated.
Base CCY
Base currency.
FX Rate Group
Internal system identifier.
View a Foreign Exchange Rate
To view a Foreign Exchange Rate, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Foreign Exchange Rates
3
Scroll to search for your FX Rate Group or Base CCY
4
Click Currency to view further details
NOTE: These are indicative rates only used to calculate the user's threshold limits.
5
Click Close from the Context menu to exit the window
View Notification Rules
Eligible users can view Notification Rules prepared by ANZ, based on your Organisation's requirements.
Notification criteria define the recipients and frequency of automated portal and email notifications for your organisation.
Notification Rule screen
COLUMNS
COLUMN
DESCRIPTION
Name
All Notifications.
Description
All Notifications.
View Notification Rules
To view the details of the stored Notification Rule, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Notification Rule
3
Click a Notification Rule name from the grid to view the Notification Rules set up per product and transaction type to determine:
Portal Notifications
Email Notifications
Email Recipients
We recommend adding your email address to your User Preferences to ensure you receive email notifications.
4
Click Close from the Context menu
Manage Panel Authorisation Group
Eligible users can view a Panel Authorisation Group prepared by ANZ, based on your Organisation's signing mandate.
Panel Authorisation Groups ensure the correct number of users approve a transaction based on the currency, value, sequence, and number of approvers. For more information, please refer to the Authorisation Matrix under Authorisation Models for User profiles.
Panel Authorisation Group screen
FILTERS
DESCRIPTION
Show 10 20 30
Click to show number of Panel Authorisation Groups in the grid.
COLUMNS
COLUMN
DESCRIPTION
Panel Authorisation Group Name
Panel Authorisation Group Name.
Panel Authorisation Group ID
Panel Authorisation Group ID.
Instrument Type
Instrument Type the Panel Authorisation Group is associated with
Added by
Organisation Name
View Panel Authorisation Groups
To view the details of a stored Panel Authorisation Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Panel Authorisation Groups
3
Click a Panel Authorisation Group Name from the grid to view and determine the:
Panel Authorisation Group ID
Currency Basis
Account Currency
Base Currency
Instrument Types
Payables
Receivables
Trade
Panel Amount Ranges (up to 6)
Sequence (up to 10)
Authorise First
Authorise Last
Authorise in Sequence
No Sequence
Total Authorisers (up to 10)
Panel Approver
4
Click Close from the Context menu
Apply a Panel Authorisation Group to a User profile
To apply a Panel Authorisation Group to a User profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click a User ID from the grid
4
Select Panel Authority from the Section Shortcuts
5
Select the Panel Approver to assign to the User's profile, e.g. Panel Auth Level A
6
If required, check the checkbox to allow the user to Authorise Own Output
7
Click Save & Close from the Context menu
RESULT: The User profile has been updated and will take effect upon the User's next login.
View Security Profiles
Eligible users can view Security Profiles that mandate system permissions and user entitlements.
Users are assigned a Security Profile that defines the tasks they can perform in the system, such as creating or approving transactions. Within each Security Profile, additional permissions specify attributes a user is entitled to while performing a task within the system, e.g. what reports or reference data options are accessible..
Security Profiles screen
FILTERS
DESCRIPTION
Show 10 20 30
Click to show number of Security Profiles in the grid.
New
Click New to create a Security Profile.
COLUMNS
COLUMN
DESCRIPTION
Name
Security Profiles name.
Added By
My Corporation (Reference Data added by a user in your Organisation)
Bank (Reference Data added by ANZ on your behalf)
Security Profile Entitlements
Security Profiles
Below is a list of standard Security Profiles. Any profile associated with Administrators or Authorisers must have a 2-factor authentication security device which can be arranged by contacting ANZ.
SECURITY PROFILE
DESCRIPTION
Administrator
Administrator profiles are available to AU/NZ jurisdictions only.
No access to Messages and Notifications
No access to Instruments (transactions)
No access to Receivables/Payables Management
No access to Invoice/Credit Note Processing
Access to view Standard Reports
Access to view & maintain Custom Reports
Access to manage Reference Data where applicable
No access to Conversion Centre
Authoriser
Authorisers have access to Authorise transactions, but cannot Create or Modify
Access to Messages and Notifications
Access to Authorise Instruments
Access to Authorise Receivables/Payables Management
Access to Invoice/Credit Note Processing
Access to view Standard Reports
Access to view & maintain Custom Reports
Access to manage Reference Data, where applicable
No access to Conversion Centre
Authoriser/Admin
A combination of Authoriser and Administrator profiles
Checker
Checkers have access to view and check transactions, but cannot Create, Modify or Authorise
Full Access
A combination of Administrator, Authorisers and Initiator profiles
Initiator
Initiators have access to Create and Modify transactions, but cannot Authorise
Access to Messages and Notifications
Access to Create and Modify Instruments
Access to Authorise Receivables/Payables Management
Access to Invoice/Credit Note Processing
Access to view Standard Reports
Access to view Custom Reports
Access to manage Reference Data, where applicable
No access to Conversion Centre
Initiator/Admin
A combination of Initiator and Administrator profiles
Initiator/Authoriser
A combination of Initiator and Authoriser profiles
Receivable Matching
No access to Messages and Notifications
No access to Instruments (transactions)
Access to Receivables/Payables Management, where applicable
Access to Invoice/Credit Note Processing
No access to Reporting
No access to Reference Data
No access to Conversion Centre
Reporting
Access to Messages
No access to Instruments (transactions)
No access to Receivables/Payables Management
No access to Invoice/Credit Note Processing
Access to view Standard Reports
Access to view & maintain Custom Reports
Access to manage Reference Data where applicable
No access to Conversion Centre
Reviewer
No access to Messages and Notifications
Access to Route Instruments
Limited access to Authorise Receivables/Payables Management
Limited access to Invoice/Credit Note Processing
Access to view Standard Reports
Access to view Custom Reports
Access to manage Reference Data, where applicable
No access to Conversion Centre
Suspended
Users with a Suspended Security Profile can log on to the system have no access to any functionality within the system. The Suspended access is applied to inactive Users for more than 2 years. If required, Company administrators can update the User's Security Profile or contact your ANZ representative.
Messages Entitlements
ENTITLEMENT
DESCRIPTION
Attach Documents
Attach documents to mail messages prior to submitting
Delete Documents
Delete documents from mail messages prior to submitting
Create
Create mail messages
Delete
Delete mail messages
Reply
Reply to a mail message sent from ANZ
Route
Route a mail message to users within your Organisation
Send for Repair
Send a mail message to a user to update
Instrument Entitlements
ENTITLEMENT
DESCRIPTION
Attach Documents
Attach documents to transactions prior to authorisation
Delete Documents
Delete documents from transactions prior to authorisation
Authorise
Authorisation of a transaction
Authorise Offline
Authorisation of a transaction offline
Checker
Check a transaction prior to authorisation
Create
Create a transaction and input required information
Delete
Delete a transaction in a Started, Ready to Authorise or Send for Repair status
Modify
Edit a transaction prior to authorisation
Process Invoices
Upload invoice files
Process Purchase Orders
Upload purchase orders
Route
Route transactions to users within your Organisation
Send for Repair
Route transactions to users to update details prior to authorisation
Upload File
Upload payment files
Reports Entitlements
ENTITLEMENT
DESCRIPTION
No Access
No access to view or maintain Standard and/or Custom Reports
View Only
Access to view and download Standard and/or Custom Reports
View & Maintain
Access to customise, view and download Custom Reports
Reference Data Entitlements
ENTITLEMENT
DESCRIPTION
No Access
No access to view or maintain Reference Data
View Only
Access to view select Reference Data
View & Maintain
Access to customise, view and edit select Reference Data
View a Security Profile
To view the details of a stored Security Profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Security Profiles
3
Click a Name from the grid to view the system permissions and user entitlements
4
Click Close from the Context menu
Apply a Security Profile to a User profile
To apply a Security Profile to a User profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click a User ID from the grid
4
Select Assigned To from the Section Shortcuts
5
Select the Security Profile to assign to the User's profile
6
Click Save & Close from the Context menu
RESULT: The User profile has been updated and will take effect upon the User's next login.
Manage Template Groups
Eligible users can create, view, edit and delete a Template Group.
Templates assigned to Template Groups help manage which users can use specific templates.
Template Groups screen
FILTERS
DESCRIPTION
Show 10 20 30
Click to show number of Template Groups in the grid.
New
Click New to create a Template Group.
COLUMNS
COLUMN
DESCRIPTION
Template Group Name
Template Group Name.
Description
Template Group description.
Added By
My Corporation
Create a Template Group
To create and store a Template Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Template Groups
3
Click New
4
Enter a Template Group Name
5
Enter a Description
6
Click Save & Close from the Context menu
RESULT: The Template Group is available from the grid and can be applied to a Template profile and a User profile.
View a Template Group
To view the details of a stored Template Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Template Groups
3
Click a Template GroupName from the grid to view the details
4
Click Close from the Context menu
Edit a Template Group
If this Template Group has been applied to a template, the existing transaction created by the template and template group will remain unchanged.
To edit a Template Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Template Groups
3
Click a Template Group Name from the grid
4
Edit details as required
5
Click Save & Close from the Context menu
RESULT: The updated Template Group is available from the grid and can be applied to a template profile.
Delete a Template Group
If this Template Group has been applied to a template, the existing transaction created by the template and template group will remain unchanged.
To delete a Template Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Template Groups
3
Click a Template Group Name from the grid
4
Click Delete from the Context menu
5
Click OK from the Alert window
RESULT: The deleted Template Group has been removed from the grid and cannot be applied to a template profile.
Apply a Template Group to a Template
To apply a Template Group to a template, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Templates
3
Click a Template Name from the grid added by your Organisation
4
Select a Template Group from the drop-down list
5
Click Save & Close from the Context menu
RESULT: The template profile has been updated and will take effect immediately.
Apply a Template Group to a User profile
To apply a Template Group to a User profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click a User ID from the grid added by your Organisation
4
Select Template Groups from the Section Shortcuts
5
Select the Template Groups to assign to the User's profile
6
Click Save & Close from the Context menu
RESULT: The User profile has been updated and will take effect upon the User's next login.
Manage Threshold Groups
Eligible users can create, view, edit and delete a Threshold Group.
Threshold Groups assigned to user profiles help manage the user's maximum daily transactions or individual transaction limit. For more information, please refer to the Authorisation Matrix under Authorisation Models for User profiles.
Threshold Group screen
FILTERS
DESCRIPTION
Show 10 20 30
Click to show number of Threshold Groups in the grid.
New
Click New to create a Threshold Group.
COLUMNS
COLUMN
DESCRIPTION
Threshold Group Name
Threshold Groups Name.
Create a Threshold Group
To create and store a Threshold Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Threshold Groups
3
Click New
4
Enter a Threshold GroupName
5
Enter the Amount per transaction and /or Daily Limit amount for the required Instrument and Transaction type
A blank entry below indicates an unlimited amount.
An entry of 0 (zero) indicates the user cannot authorise transactions of that type.
6
Click Save & Close from the Context menu
RESULT: The Threshold Group is available from the grid and can be applied to a User profile.
View a Threshold Group
To view the details of a stored Threshold Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Threshold Groups
3
Click a Threshold Group Name from the grid to view the details
4
Click Close from the Context menu
Edit a Threshold Group
If this Threshold Group has been applied to an authorised transaction, the existing transaction will remain unchanged.
If a user is assigned this Threshold Group, the User profile will automatically update upon the User's next login after the edits to the Threshold Group is saved.
To edit a Threshold Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Threshold Groups
3
Click a Threshold Group Name from the grid
4
Edit details as required
5
Click Save & Close from the Context menu
RESULT: The updated Threshold Group is available from the grid and can be applied to a User profile.
Delete a Threshold Group
If this Threshold Group has been applied to an authorised transaction, the existing transaction will remain unchanged.
If a user is assigned this Threshold Group, the User profile will automatically update upon the User's next login after the deletion to the Threshold Group is saved.
To delete a Threshold Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Threshold Groups
3
Click a Threshold Group Name from the grid
4
Click Delete from the Context menu
5
Click OK from the Alert window
RESULT: The deleted Threshold Group has been removed from the grid and cannot be applied to a User profile.
Apply a Threshold Group to a User profile
To apply a Threshold Group to a User profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click a User ID from the grid
4
Select Assigned To from the Section Shortcuts
5
Select the Threshold Group to assign to the User's profile
6
Click Save & Close from the Context menu
RESULT: The User profile has been updated and will take effect upon the User's next login.
Manage User profiles
Eligible users can create, view, edit and delete a Company administered User profile.
User profiles in the system help manage the user's access, system permissions and user entitlements.
Users screen
FILTERS
DESCRIPTION
Show 10 20 30
Click to show number of User profiles in the grid.
New
Click New to create a User profile.
COLUMNS
COLUMN
DESCRIPTION
User ID
Unique User ID.
Last Name
User's surname.
First Name
User's first name.
Security Profile
User's Security Profile assigned.
Threshold Group
User's Threshold Group assigned.
Work Group
User's Work Group assigned.
Create a Company administered User profile
To create a User profile with a security device, please contact your ANZ representative.
To create and store a Company administered User profile with password-only access, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click New
4
Enter a unique User ID up to 30 characters
5
Enter the User's information based on the User's preference:
First and Last Name
Email Address for receiving notifications
Regional Settings based on the User's preferred language
English
French
Indonesian
Japanese
Korean
Simplified / Traditional Chinese
Thai
Vietnamese
Time Zone based on the User's location
Default Work View
Work for Me - to view transactions managed by the User
Work for My Organisation - to view transactions managed by the organisation and based on user entitlements
Work for Organisation and its Children - to view transactions at a parent and subsidiary level
Date Format
6
Enter a unique Login ID (can be the same as the User's User ID)
7
Enter a temporary password
Passwords must:
Contain at least eight (8) characters
Contain at least one (1) uppercase letter
Contain at least one (1) lowercase letter
Contain at least two (2) numbers
Not contain spaces or the following special character / combinations ; -- /* * / < >
Not contain your User ID
Not be the same as any of your previous 13 passwords
8
Retype the temporary password
9
Select the Security Profile to assign to the User
For more information, please refer to View Security Profiles.
10
If required, select the Threshold Group to assign to the User
For more information, please refer to Manage Threshold Groups.
11
If required, select the Work Group to assign to the User
For more information, please refer to Manage Work Groups.
12
If required, select the Template Groups to assign to the User
For more information, please refer to Manage Template Groups.
13
If required, select the Report Categories to assign to the User
For more information, please refer to Transactive Trade - Reports.
14
If required, select the Subsidiary Access Capabilities to assign to the User:
User is/is not able to perform actions on behalf of subsidiaries
User is/is not able to view the subsidiary Reference Data
Subsidiary Access Security Profile
Individual security profile for all subsidiaries
Individual security profile per subsidiary
User is/is not able to access the subsidiary profile's Confidential Instruments/Templates
Subsidiary Access Threshold Group
Subsidiary Access Work Group
15
Click Save & Close from the Context menu
RESULT: The User profile is now available. The User can log in using the Login ID and temporary password. Upon the first login, the User is requested to change their password.
Reset a Company administered User password
To reset a User's password with a security device, please refer to the Forget Password options available on the Log On page.
To reset a Company administered User's password with password-only access, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click the User ID from the grid to reset the password
4
Enter a temporary Password and Retype Password
Passwords must:
Contain at least eight (8) characters
Contain at least one (1) uppercase letter
Contain at least one (1) lowercase letter
Contain at least two (2) numbers
Not contain spaces or the following special character / combinations ; -- /* * / < >
Not contain your User ID
Not be the same as any of your previous 13 passwords
5
Click Save & Close from the Context menu
RESULT: The User password is now reset. The User can log in using the Login ID and temporary password. Upon the first login, the User is requested to change their password.
View a User profile
To view the details of a stored User Profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click a User ID from the grid to view the details
4
Click Close from the Context menu
Edit a User profile
If this User has performed any activities for transactions, the existing transactions will remain unchanged.
To edit a User profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click a User ID from the grid
4
Edit details as required
5
Click Save & Close from the Context menu
Delete a User profile
If this User has performed any activities for transactions, the existing transactions will remain unchanged.
To delete a User profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click a User ID from the grid
4
Click Delete from the Context menu
5
Click OK from the Alert window
RESULT: The deleted User profile has been removed from the grid and cannot access the digital platform.
Manage Work Groups
Eligible users can create, view, edit and delete a Work Group.
Work Groups are assigned to users where the Organisation's signing mandate requires two users from different Work Groups to approve transactions. For more information, please refer to the Authorisation Matrix under Authorisation Models for User profiles.
Work Groups screen
FILTERS
DESCRIPTION
Show 10 20 30
Click to show number of Work Groups in the grid.
New
Click New to create a Work Group.
COLUMNS
COLUMN
DESCRIPTION
Work Group Name
Work Group Name.
Description
Work Group Description.
Create a Work Group
To create and store a Work Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Work Groups
3
Click New
4
Enter a Work Group Name, e.g. Group A, Group B, Team 1, Accounts Dept. etc.
5
Enter a Description, e.g. Accounts Department, Import LC Managers, etc.
6
Click Save & Close from the Context menu
RESULT: The Work Group is available from the grid and can be applied to a User profile.
View a Work Group
To view the details of a stored Work Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Work Group
3
Click a Work Group Name from the grid to view the details
4
Click Close from the Context menu
Edit a Work Group
If this Work Group has been applied to an authorised transaction, the existing transaction will remain unchanged.
If a user is assigned this Work Group, the User profile will automatically update upon the User's next login after the edits to the Work Group are saved.
To edit a Work Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Work Groups
3
Click a Work Group Name from the grid
4
Edit details as required
5
Click Save & Close from the Context menu
RESULT: The updated Work Group is available from the grid and can be applied to a User profile.
Delete a Work Group
If this Work Group has been applied to an authorised transaction, the existing transaction will remain unchanged.
If a user is assigned this Work Group, the User profile will automatically update upon the User's next login after the deletion to the Work Group is saved.
To delete a Work Group, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Work Groups
3
Click a Work Group Name from the grid
4
Click Delete from the Context menu
5
Click OK from the Alert window
RESULT: The deleted Work Group has been removed from the grid and cannot be applied to a User profile.
Apply a Work Group to a User profile
To apply a Work Group to a User profile, follow the below steps:
STEP
ACTION
1
Click Reference Data from the Application Banner menu
2
Click Users
3
Click a User ID from the grid
4
Select Assigned To from the Section Shortcuts
5
Select the Work Group to assign to the User's profile
6
Click Save & Close from the Context menu
RESULT: The User profile has been updated and will take effect upon the User's next login.