Transactive Trade - Payable Finance – ANZ Digital Services Help

Geography: This article is applicable for ANZ Transactive Global customers banking in all ANZ geographies.
Full details are available in Features by Geography.

Payables Finance overview

Payables finance is a buyer-led, digital solution that allows you, the buyer to arrange early payment of approved invoices due to suppliers.

In ANZ Transactive Trade, you can upload, approve and manage your invoices, approve credit notes, attach related documentation and download Payables Finance reports.
In ANZ Fileactive, you can upload invoices and credit notes and approve these in ANZ Transactive Trade.

Payable Finance screens

Upload Centre menu

Eligible users can Upload invoice files and view and manage invoices and credit notes from the Upload Centre menu.

Upload Invoice File

Buyer Portal - Invoice File Upload.png

Search and select your invoice file and invoice file definition, then select Upload File. Check the file status in the grid.

COLUMN	DESCRIPTION
Date/Time	Date and time the file was uploaded
File Name	File name
CCY	File currency If all invoices in the file have failed, CCY will be blank.
Amount	Total file amount If all invoices in the file have failed, amount will be blank.
File Definition	File definition selected in Step 2 of the onscreen instructions
Number of invoices	Total number of invoices in the file
Validation status	Validation Successful, Validated with Errors, Validation Failed
Upload Log	View Log, View Errors

Validation successful log

Buyer Portal - Upload Log Successful.png

All invoices within the file were successfully uploaded.

FIELD	DESCRIPTION
User	User ID who uploaded the file
Validation Status	Validation Successful
Processing Completion Date	Date and time the file was uploaded

Validation with Errors log

Buyer Portal - Upload Log with Errors.png

Some invoices within the file have failed due to errors identified.

FIELD	DESCRIPTION
User	User ID who uploaded the file
Validation Status	Validation with Errors
Processing Completion Date	Date and time the file was uploaded
Number of invoices uploaded	No. of successfully uploaded invoices
Number of invoices failed	No. of failed invoices identified and itemised in the grid
COLUMN	DESCRIPTION
Invoice ID	Individual failed invoice IDs
Trading Partner Name	Trading Partner Name
Error Message	Description of the error identified

Validation Failed log

Some invoices within the file have failed due to errors identified.

FIELD	DESCRIPTION
User	User ID who uploaded the file
Validation Status	Validation Failed
Processing Completion Date	Date and time the file was uploaded
Number of invoices uploaded	No successful invoices in this file
Number of invoices failed	No. of failed invoices identified and itemised in the grid
COLUMN	DESCRIPTION
Invoice ID	Individual failed invoice IDs
Trading Partner Name	Trading Partner Name
Error Message	Description of the error identified

Payables Programme grid

COLUMN	DESCRIPTION
Trading Partner	Trading Partner name
Invoice count	No. of invoices uploaded for the Trading Partner
CCY	File currency
Invoice Amount	Total invoice amount
Due Date	Due date for all the invoices
Credit Notes Applied	No. of credit notes applied
Payment Date	An override date that invoices will be paid (otherwise invoices will be paid on Invoice Due Date)
Adjusted Payment Amount	Reflects other amounts deducted from the payment, excluding Credit Notes
End-to-End ID	An identifier used to group invoices and credit notes to be paid in a single batch. Also known as Payment Batch Reference.
Send to Supplier Date	Buyer can determine when Invoice Offers will be made to the Supplier by nominating a ‘Supplier Date’. If a supplier is registered for auto-elect, this will be the financing date to be paid to the supplier if invoices meet the eligibility criteria.
Status	Authorised, Deleted
Attached Documents	Yes / No
ACTION OPTIONS	DESCRIPTION
Apply payment date	If the Payables Agreement allows for a Payment Date, a Payment Date can be applied
Clear payment date	Removes Payment Date
Modify supplier date	If the Payables Agreement allows for a Supplier Date, a Supplier Date can be applied
Reset supplier date	Removes Supplier Date
Reset to authorise	Reset invoices to ‘Available for Authorisation’ so that changes can be applied or authorisation process to be reinvoked.
Delete invoices	Changes invoices to Deleted status. Invoices with this status will be removed on a 30-day cycle.

Invoices Pending Action grid

Buyer Portal - Invoices Pending Action.png

COLUMN	DESCRIPTION
Trading Partner	Trading Partner name
Invoice count	No. of invoices uploaded for the Trading Partner
CCY	File currency
Invoice Amount	Total invoice amount
Due Date	Due date for all the invoices
Linked to Instrument	This column will appear with blank values.
Status	Authorised, Deleted
Attached Documents	Yes / No

Credit Notes grid

COLUMN	DESCRIPTION
Trading Partner	Trading Partner name
Credit Note ID / Applied Invoices	Credit note or invoice IDs
CCY	Credit note or invoice currency
Amount	Total Credit note or invoice amount
Applied Amount	The amount from the Credit Note that has been applied to one or more Invoices
Remaining Amount	The amount from the Credit Note that has not been applied to any invoices
Applied Credit Note Status	Applied, Not Applied
End-to-End ID	This is an identifier used to group invoices and credit notes to be paid in a single batch. Also known as Payment Batch Reference.
Send to Supplier Date	Buyer can determine when Invoice Offers will be made to the Supplier by nominating a ‘Supplier Date’. If a supplier is registered for auto-elect, this will be the financing date to be paid to the supplier if invoices meet the eligibility criteria.
Status	Authorised, Available for Authorisation, Sent to Bank
Attached Documents	Yes / No

Invoice list grid

COLUMN	DESCRIPTION
Trading Partner	Trading Partner name
Credit Note ID / Applied Invoices	Credit note or invoice IDs
CCY	Credit note or invoice currency
Amount	Total Credit note or invoice amount
Applied Amount	The amount from the Credit Note that has been applied to one or more Invoices
Remaining Amount	The amount from the Credit Note that has not been applied to any invoices
Applied Credit Note Status	Applied, Not Applied
End-to-End ID	This is an identifier used to group invoices and credit notes to be paid in a single batch. Also known as Payment Batch Reference.
Send to Supplier Date	Buyer can determine when Invoice Offers will be made to the Supplier by nominating a ‘Supplier Date’. If a supplier is registered for auto-elect, this will be the financing date to be paid to the supplier if invoices meet the eligibility criteria.
Status	Authorised, Available for Authorisation, Sent to Bank
Attached Documents	Yes / No
ACTION OPTIONS	DESCRIPTION
Apply Credit Note	Applies the specific Credit Note amount to an Invoice
Un-apply Credit Note	Removes the Credit Note from an Invoice
Close Credit Note	A Credit Note can be closed if there is a remaining amount that will not be applied to further invoices.
Delete Credit Note	Changes Credit Note to Deleted status, Credit Notes with this status will be removed on a 30-day cycle.
Reset to Authorise Credit Note	Reset Credit Note to ‘Available for Authorisation’ so that changes can be applied or authorisation process to be reinvoked.

Upload an invoice

Invoices and Credit Notes can also be uploaded to a Payables Finance program in ANZ Fileactive.
You can also upload Invoices and Credit Notes in ANZ Fileactive and authorise these in ANZ Transactive Trade.
Contact your ANZ representative to enable Credit Note processing for your Payable Finance program.
Files can only be uploaded in a CSV format.

STEP	ACTION
1	Click Upload Centre > Invoice File Upload
2	Search and select your CSV invoice file
3	Select Invoice Definition
4	Use for uploaded invoices will default to Payables Finance
5	Click Upload File RESULT: The file will commence the validation process. If successful, the status will update to Verification Successful. If unsuccessful, the status will update to Validation Failed.

Next Steps

When the request has been uploaded, the next steps can be:

View Log
View Errors > correct file and reupload
Approve invoices or Approve Credit Notes - details can be found in this article

Approve invoices

STEP

ACTION

Click Upload Centre > Invoices

There are multiple ways to authorise invoices. Choose from the following options:

Select one or more checkboxes from the list, or
Click an individual Trading Partner from the list, and select one or more invoices

Click Authorise > Authorise invoice(s) to approve invoices in a Ready to Authorise or Partially Authorised status.

Follow the instructions below that apply to you:

Authorise via One Time Password (OTP)

STEP	ACTION
1	Press and hold down the < arrow and lock icon on your VASCO security device
2	Enter your 6-digit PIN
3	Press 1 on your device to display the authorisation code
4	Enter your authorisation code, then click Approve RESULT: A confirmation message confirms the transaction(s) is approved. If the transaction requires additional approvals, the transaction status will change to Partially Authorised and remain in this status until all approvals are obtained. If this is the final approval, the transaction status will change to Authorised. If there is an error in the approval process, the transaction status will change to Authorise Failed.

Authorise via Signature Code (SIG)

STEP	ACTION
1	Press and hold down the < arrow and lock icon on your VASCO security device
2	Enter your 6-digit PIN
3	Press 2 on your device and enter the token code from your screen
4	Press the < arrow to display the authorisation code
5	Enter your authorisation code, then click Approve RESULT: A confirmation message confirms the transaction(s) is approved. If the transaction requires additional approvals, the transaction status will change to Partially Authorised and will remain in this status until all approvals are obtained. If this is the final approval, the transaction status will change to Authorised. If there is an error in the approval process, the transaction status will change to Authorise Failed.

Authorise via a Push Notification

STEP	ACTION
1	Tap on the ANZ Digital Key notification on your mobile device to launch the ANZ Digital Key app
2	Tap Log On and authenticate access by entering your PIN, Face ID or Fingerprint ID. The screen will display the details of the request requiring approvals
3	Review the pending request details shown in ANZ Digital Key and tap to Accept or Decline the request
4	The request will be processed and completed. Close the app as no further action is required

Authorise via a QR Code

STEP	ACTION
1	Tap Log On in ANZ Digital Key and authenticate access by entering your PIN, Face ID or Fingerprint ID
2	Tap Scan QR Code on the screen. ANZ Digital Key will switch to camera mode. Use the camera to scan the request approval QR Code from your desktop or laptop computer.
3	Review the pending request details shown in ANZ Digital Key and tap to Accept or Decline the request
4	The request will be processed and completed. Close the app as no further action is required.

RESULT: When successfully authorised, the invoice(s) will be sent to the Bank/Supplier for payment.

Next Steps

When the request has been successfully approved and is now in an Authorised status, the next steps can be:

View Authorised transactions
View History

Approve Credit Notes

Elect to have Credit Notes automatically allocate by the system or manually allocate the Credit Note to each Invoice.

For automatically allocated invoices, the system will apply invoices based on one of the following rules:

Group Invoices and Credit Notes based on end-to-end id (payment batch reference)
From lowest to highest invoice amount
From highest to lowest invoice amount
By invoice due date – nearest to latest date
Based on invoice id (A-Z order)

Credit Notes not linked to Invoices through an end-to-end ID can be uploaded and authorised at any time and will be allocated against outstanding invoices that are unpaid and not financed.

Credit Notes linked to Invoices through an end-to-end ID will be immediately authorised alongside the associated invoices.

Contact your ANZ representative to enable Credit Note processing for your Payable Finance program.

STEP

ACTION

Click Upload Centre > Invoices

Select one or more rows from the list

Click Authorise > Authorise to approve Credit Notes in a Ready to Authorise, Available for Authorisation or Partially Authorised status.

Follow the instructions below that apply to you:

Authorise via One Time Password (OTP)

STEP	ACTION
1	Press and hold down the < arrow and lock icon on your VASCO security device
2	Enter your 6-digit PIN
3	Press 1 on your device to display the authorisation code
4	Enter your authorisation code, then click Approve RESULT: A confirmation message confirms the transaction(s) is approved. If the transaction requires additional approvals, the transaction status will change to Partially Authorised and remain in this status until all approvals are obtained. If this is the final approval, the transaction status will change to Authorised. If there is an error in the approval process, the transaction status will change to Authorise Failed.

Authorise via Signature Code (SIG)

STEP	ACTION
1	Press and hold down the < arrow and lock icon on your VASCO security device
2	Enter your 6-digit PIN
3	Press 2 on your device and enter the token code from your screen
4	Press the < arrow to display the authorisation code
5	Enter your authorisation code, then click Approve RESULT: A confirmation message confirms the transaction(s) is approved. If the transaction requires additional approvals, the transaction status will change to Partially Authorised and will remain in this status until all approvals are obtained. If this is the final approval, the transaction status will change to Authorised. If there is an error in the approval process, the transaction status will change to Authorise Failed.

Authorise via a Push Notification

STEP	ACTION
1	Tap on the ANZ Digital Key notification on your mobile device to launch the ANZ Digital Key app
2	Tap Log On and authenticate access by entering your PIN, Face ID or Fingerprint ID. The screen will display the details of the request requiring approvals
3	Review the pending request details shown in ANZ Digital Key and tap to Accept or Decline the request
4	The request will be processed and completed. Close the app as no further action is required

Authorise via a QR Code

STEP	ACTION
1	Tap Log On in ANZ Digital Key and authenticate access by entering your PIN, Face ID or Fingerprint ID
2	Tap Scan QR Code on the screen. ANZ Digital Key will switch to camera mode. Use the camera to scan the request approval QR Code from your desktop or laptop computer.
3	Review the pending request details shown in ANZ Digital Key and tap to Accept or Decline the request
4	The request will be processed and completed. Close the app as no further action is required.

RESULT: When successfully authorised, the invoice(s) will be sent to the Bank/Supplier for payment.

Next Steps

When the request has been successfully approved and is now in an Authorised status, the next steps can be:

View Authorised transactions
View History

Delete invoices

Delete invoice(s) that have been uploaded through ANZ Transactive Trade or ANZ Fileactive.

STEP	ACTION
1	Click Upload Centre > Invoices
2	There are multiple ways to delete invoices. Choose from the following options: Select one or more checkboxes from the list, or Click an individual Trading Partner from the list, and select one or more invoices
3	Click Actions > Delete Invoices RESULT: The invoice status will be changed to ‘Deleted’. The invoices will be removed from the display within 30 days.

Apply or modify Supplier Date on an invoice

A buyer can determine when Invoice Offers will be made to the Supplier by nominating a ‘Supplier Date’. If a supplier is registered for auto-elect, this will be the date the financing will be paid to the supplier, if the invoice meets eligibility criteria.

The Supplier Date must be applied before invoices are authorised.

Apply Supplier Date to invoice(s) that have been uploaded through ANZ Transactive Trade or ANZ Fileactive.

STEP	ACTION
1	Click Upload Centre > Invoices
2	There are multiple ways to apply a Supplier Date to invoices. Choose from the following options: Select one or more checkboxes from the list, or Click an individual Trading Partner from the list, and select one or more invoices
3	Click Actions and then either: Modify Supplier Date > enter date, then click Modify Supplier Date Reset Supplier Date to return to the original date RESULT: The Supplier Date will appear against the selected invoices.

Next Steps

When the request has been successfully updated, the next steps can be:

Approve invoices - details can be found in this article

Attach or delete documents to/from an invoice

Attach documents to an invoice that has been uploaded through ANZ Transactive Trade or ANZ Fileactive, or delete an attached document.

The document must be attached or deleted before invoices are authorised.

Maximum size is 5MB per document, maximum 20 files per transaction.

STEP	ACTION
1	Click Upload Centre > Invoices
2	There are multiple ways to attach or delete documents to/from an invoice. Choose from the following options: Select the checkbox from the list, or Click an individual Trading Partner from the list, and select an invoice
3	Click Document, then: Attach Document > Search and select the document to be added Delete Document > Remove document permanently

Next Steps

When the document has been successfully attached, the next steps can be:

View documents - details can be found in this article
Approve invoices - details can be found in this article

Managing Payment Finance

Pre-Debit Notifications

You can request to be notified of invoices becoming due for payment 2 – 7 days prior to invoice due date.

The notifications will reflect the sum amount of all invoices to be paid on a specified date or will be grouped according to end-to-end ID (payment batch reference) if this rule is used.

The notification will list the invoices, invoice amount to be paid less credit notes.

To learn more, visit Mail Messages and Notifications > Pre-Debit Notifications

View documents

You can view past Settlement Advices for invoices paid through the Payable Finance program.

The Settlement Advice will reflect the sum amount of all invoices to be paid on a specified date or grouped according to end-to-end ID (payment batch reference) if this rule is used.

The Settlement Advice will list the invoice amount paid less credit notes.

STEP	ACTION
1	Click Transactions > History under the Payables heading
2	Choose how to display your grid view: Instrument - to group the payments by currency and then transaction status date Payments - to display payments by transaction sequence order
3	Click a payment from the list to view the Transaction Summary and Settlement Advice

View invoice History

You can view invoices and the audit trail pertaining for each invoice.

STEP	ACTION
1	Click Transactions > Invoices under the Payables heading
2	If required, enter the following fields to search and select your invoice(s): Invoice ID Seller ID Currency Amount Type From / To amount Date Type Date Type From / To End-to-End ID
3	Select an invoice to view the details, the credit notes applied and audit trail of each invoice
4	Click Close to return to the Payables Invoice screen

View Credit Note History

STEP	ACTION
1	Click Transactions > Credit Notes under the Payables heading
2	If required, enter the following fields to search and select your Credit Note(s): Credit Note ID Trading Partner Status Type Status Currency Amount Type From / To amount End-to-End ID
3	Select a Credit Note to view the details, the invoice IDs that the credit note was applied against and audit trail of each credit note
4	If required, click Print to print or download the Credit Note Details in a PDF format
5	Click Close to return to the Payables Invoice screen

Reports

For a complete list of Buyer reports, please refer to Transactive Trade - Reports.

FAQs

Can I approve just 1 or 2 invoices from a group of invoices for a supplier?

Yes.

Click the Trading Partner business name to view the individual invoices
Select one or more invoices to be approved
Click Authorise

Can I amend invoices after they have been authorised?

You may be able to amend invoices if they have not been financed/ paid to the supplier.

Please contact your ANZ representative for assistance.

How can I find out what a credit note was applied to?

You can view how a credit note was applied to invoices from the Credit Note History screen. The system will display each invoice ID and the amount (from the credit note) that was applied against the invoice.

How do I change the payment instructions for suppliers?

An authorised person (administrator / authoriser role) from the buyer can submit a Mail Message requesting change to the supplier bank account details.