Accepting Purchasing Cards RBS Supplier Implementation Team rbs. com/gbm
Agenda • • • Introductions Background Purchasing cards in general Accepting purchasing cards – the options Open Forum 2
Introductions • • Roles Areas of responsibility 3
Background • • • Your business has been asked to accept purchasing card payments • • You can use this to take payment from any debtor Accepting purchasing cards improves the delivery of MI You get paid promptly You are in control of taking payment You can reduce your debtors days, and improve the working capital cycle of your business Fully approved by HMRC see: http: //customs. hmrc. gov. uk/channels. Portal. Web. App. portal ? _nfpb=true&_page. Label=page. VAT_Show. Content&id=HMCE_CL_000134&prop erty. Type=document 4
Purchasing card – the myths dispelled What is a purchasing card? • • Business to business payment method • Hosted Cards – one card number per supplier, per currency/GL code HMRC approved VAT capture reporting/reclaim process savings/procurement Controls • • 5 Monthly card limits Merchant Category Blocking Individual spend limits Preferred Vendor (for hosted cards) can only be used with one supplier
Traditional purchasing cycle Accounting system updated Supplier paid Three way match (PO, fulfillment and invoice) Requisition Invoice received Approve Fulfillment note received Raise PO Goods received Order goods 6
Purchasing cycle when using a card Accounting system updated Supplier paid X Three way match (PO, fulfillment and invoice) X Invoice received Payment received in four working days X X Requisition Purchasing Cards can save up to 85% of Procurement costs X Approve X Fulfillment note received Raise PO Goods received Order goods 7
Payment process Order Buyer Supplier Services provided Payment in full Authorisation Payment Bank 8
Levels of data transmitted within a purchasing card transaction Statement description Level 1 Amount Big O supplies GBP 24. 00 Basic Statement description Level 2 Summary detail Up to GBP 5, 000 – no invoice Level 3 VGIS – transmits enhanced MI No invoice as PCard data HMRC approved Net VAT Gross GBP 20. 00 GBP 4. 00 GBP 24. 00 Net VAT Gross Box ten black pens GBP 10. 00 GBP 2. 00 GBP 12. 00 Box ten red pens GBP 10. 00 GBP 2. 00 GBP 12. 00 Cost centre no. GBP 20. 00 GBP 4. 00 GBP 24. 00 Big O supplies Stationery Cost centre no. Statement description Big O supplies Includes info such as: Unit price, VAT rate Can add: Invoice no. , supplier ref. etc. 9
Example of hosted card solution • Use one hosted card with your business Hosted or ‘Lodge’ or ‘Virtual’ or ‘Ghost’ card - The card can only be used with you • • Use many hosted cards with your business • Suitable for volume order contracts, e. g. where each supplier holds their own card and claims their money whenever an order is fulfilled When payment needs to be made – Orders placed as per normal Buyer – Details captured by supplier by quoting agreed passwords, cost centres, personnel number or using suppliers’ online systems – Agree order and cost of service Orders – Supplier process payment on card which is embedded – Will quote appropriate MI with transactions to aide the cardholder to apply transaction internally and upload to GL Supplier 2 Supplier 3 Supplier 1 The card user does not need to know the card number, nor do you Claim 10 Claim
Options for handling card payments • Manual – Terminal – ‘PDQ’ machines – ‘Virtual Terminals’ – manual software – http: //www. interactivets. com/includes/procurer-online-demo. htm – http: //www. adflex. co. uk/demo/avt. htm • Automated – Simple – the process is driven by the invoice file • • Integrated Software is widely available, eg Adflex, Commidea, Interactive Transaction Solutions ( ITS ), The Logic Group, and others http: //www. visaeurope. com/en/businesses__retailers/payment_security/idoc. ashx ? docid=722 c 1918 -ee 68 -4283 -a 701 -6 b 473 c 2 c 1 cdd&version=-1 • PCI-DSS - www. pcisecuritystandards. org 11
Set-up process for automated card payment handling Start Supplier creates invoice file, in normal way Supplier sends file to software company Yes Software company checks file for suitability Is file suitable/fit For purpose Software company advises supplier and the business No Supplier makes changes to the file Supplier uploads small sample of live transactions Supplier advised of changes to be made No End Software company responsibilities Is the business happy with data received? Yes Go live Supplier responsibilities 12 Software company pass transactions to acquirer
How both parties benefit Benefits to the card holder / buyer Benefits to you The buyer pays their suppliers promptly, within terms Supplier gains control over obtaining the payment, by choosing when to claim Reduce number of invoices processed Payment can be requested daily and P-card offers a guaranteed payment in four working days Reduction in number of queries from supplier – frees Cash flow is improved as no need to wait for up time to concentrate on more strategic, value add payment to be made under invoice method tasks with supplier Reduces administration (billing and collection costs) and the need to chase up lost/missing invoices Adheres to the prompt payment directives Enables your business to seek business where Purchasing Card is the preferred payment method 13
Points for further Discussion: • You may wish to jot down your questions or issues you wish to raise 14
James Nash – Senior Supplier Implementation Manager, T +44 (0) 20 8391 1871 | M +44 (0) 7789 925276 1 st Floor | 200 Bishopsgate | London EC 2 M 4 RB | UK xxxxx. x. xxxx@xxx. xx Phill Tyler – Senior Supplier Implementation Manager, T +44 (0) 7500 028348 1 st Floor | 280 Bishopsgate | London EC 2 M 4 RB | UK xxxxxxx@xxx. xx No representation, warranty, or assurance of any kind, express or implied, is made as to the accuracy or completeness of the information contained in this document and RBS accepts no obligation to any recipient to update or correct any information contained herein. The information in this document is published for information purposes only. Views expressed herein are not intended to be and should not be viewed as advice or as a recommendation. You should take independent advice on issues that are of concern to you. This document does not purport to be all inclusive or constitute any form of recommendation and is not to be taken as a substitute for the recipient exercising his own judgement and seeking his own advice. This document is for your private information only and does not constitute an analysis of all potentially material issues nor does it constitute an offer to buy or sell any investment. Prior to entering into any transaction, you should consider the relevance of the information contained herein to your decision given your own investment objectives, experience, financial and operational resources and any other relevant circumstances. Neither RBS nor other persons shall be liable for any direct, indirect, special, incidental, consequential, punitive or exemplary damages, including lost profits arising in any way from the information contained in this communication. The products and services described in this document may be provided by The Royal Bank of Scotland plc, The Royal Bank of Scotland N. V. or both. The Royal Bank of Scotland plc. Registered in Scotland No. 90312. Registered Office: 36 St Andrew Square, Edinburgh EH 2 2 YB. The Royal Bank of Scotland plc is authorised and regulated in the United Kingdom by the Financial Services Authority. The Royal Bank of Scotland N. V. is authorised by De Nederlandsche Bank and regulated by the Autoriteit Financiele Markten (AFM) for the conduct of business in the Netherlands. The Royal Bank of Scotland plc is in certain jurisdictions an authorised agent of The Royal Bank of Scotland N. V. and The Royal Bank of Scotland N. V. is in certain jurisdictions an authorised agent of The Royal Bank of Scotland plc. Copyright 2010 RBS. All rights reserved. This communication is for the use of intended recipients only and the contents may not be reproduced, redistributed, or copied in whole or in part for any purpose without RBS’s prior express consent. 15
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