2. Trades Tab
- IT Support
Input Physical Trades Data
The New Physical Trade function allows users from different departments/teams to access the designated pages to input their data, ensuring a consistent operational workflow and clear delegation of responsibilities for different teams.
Please note that all data input in New Physical Trade will appear in the old Physical Trade page, and vice versa. Trades created in the New Physical Trade page will have their Actions column button disabled, which disallows editing of the trades in the old Physical Trade page.
Alternatively, you may choose to use the old methods to input your data: 1. Manually input physical trades, please access: Input Physical Trades Manually 2. Bulk upload physical trades, please access: Physical Trades 101 - Bulk Upload |
2. Input Basic Physical Trades Data in New Physical Trade (Trade Tab)
i. Please click on Trade, followed by New Physical Trade from the navigation sidebar on the left to enter the physical trade page,
and you will be directed to the TRADES page.
Basic Functions Outside Table:
Input in the Search function to search for any keys in the table.
You may choose to filter your trades based on their contract type (Purchase or Sale). If you select Purchase or Sale from the dropdown list, all the purchase or sale contracts will be displayed in the table respectively. To display all purchase and sale contracts in the table, you may select the empty option which is the default option.
If you have selected eg ”Purchase“ to display only purchase contracts, clicking on “blue + icon” (Add New Trade) will also automatically fill Purchase/Sale column with ”Purchase“ for ease of input. If you select the empty option, clicking on “blue + icon” (Add New Trade) will allow you to select Purchase or Sale as per normal.
The From Date is 1 week before today's date and To Date is today’s date by default. Please feel free to change the dates accordingly. The dates will remain according to your settings until you log out.
If you have a Main Contract No. and want the system to automatically create the Contract No. for the same Main Contract No. in running number, you may use this function but please note that it will only work for trades with Main Contract No. and empty Contract No. You may tick the row (or multiple rows) first and click on the AUTO CO button at the top right corner of the table, and the Contract No. of the trades will be auto-filled in running number <Main Contract No.>_AN and auto-saved (to revert, delete the Contract No. and save).
Once you click on the AUTO CO button, all empty Contract No. with existing Main Contract No. will be auto filled up: <Main Contract No.>_AN
Save button: When data has been input/updated, click on the Save button at the top right corner or bottom left corner of the page to save your data Undo button: To undo your previous action, click on the Undo button at the top right corner or bottom left corner of the page Add (+) button: To add a new trade, click on the + button at the top right corner of the page to add a new row Delete button: To delete the trades, tick the checkbox of the row and click on the Delete button at the top right corner of the page
Select the number of rows per page to display in the table
To reset the filter, click on the Reset Filter button at the bottom right corner of the page or right-click in the table and click on Reset Filter.
You can filter the columns (as well as rows) in the table according to your preferences and save the table layout by clicking on the “+” button at the bottom right corner of the page and naming and saving the table layout. For your convenience, whichever layout you last used will be automatically displayed in the table whenever you enter the page. To delete the table layout, select the table layout and click on the bin button. Please refer to Table Layout Settings for more information. Inside Table:
Before you add a new row to input trade, you can opt to first filter the table by a Product, so when you add a new row, the Product column will be auto filled with the filtered product.
To pin columns to the left or right for individual or multiple headers, click on the icon next to each header
You can now click on an individual cell or highlight multiple cells to view aggregated summary at the bottom of all columns for all quantity and amount columns. In this case, 3 rows of 200 are highlighted so the aggregated summary will be 600. If you click elsewhere, the aggregated summary will reset to default - sum up all columns.
You can right click in the table and select the table height to determine the number of rows to display in the table
All columns related to amounts and quantities have summation function added at the bottom of the table:
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ii. Please click on the third “blue +” (Add New Trade) button and a new row will be added for you to input your data (all fields highlighted in red are compulsory fields). Please refer to the definitions below for more information on how to input your data.
iii. Once all data (all fields highlighted in red are compulsory fields) is filled, please click on Save to save the data. The saved data will be displayed in the Settlement tab6. Settlement Tab.
Auto Contract No. Function
If you have a Main Contract No. and want the system to automatically create the Contract No. for the same Main Contract No. in running number, you may use this function but please note that it will only work for trades with Main Contract No. and empty Contract No. You may tick the row (or multiple rows) first and click on the AUTO CO button at the top right corner of the table, and the Contract No. of the trades will be auto-filled in running number <Main Contract No.>_AN and auto-saved (to revert, delete the Contract No. and save).
Once you click on the AUTO CO button, all empty Contract No. with existing Main Contract No. will be auto filled up: <Main Contract No.>_AN
AN is the next number of max AN in existing contract no rows.
if no existing contract no. rows, AN = 1
For example, if the Main Contract No. is TEST, the auto generated Contract No. will be TEST_1, TEST_2 etc
Add or Update Values
When add or edit values, the cell in the table will be highlighted in green to reflect that changes have been made - applies for New Physical Trades>Trades tab only
Auto-Fill Fields
For auto-fill fields, please note that only empty fields will be autofilled, if the fields have values, it will not auto-update.
Colour Highlight Reminder Columns
There is an overdue reminder for the Contract Delivery Date and Contract Pricing Date field, which provides a gentle reminder highlighted in yellow three days before the deadline. For those that are already overdue, the field will be highlighted in red.
For Contract Delivery Date: if Un Stock Qty = 0 (in stock management), the coloured reminder will be cancelled. If only a portion of the goods have been received or shipped, the coloured reminder should still be in place.
For Contract Pricing Date: if the contract is split for partial price fixing, entering the price fixing time (Pricing Date) will cancel the coloured reminder.
Value Signs
Purchase contract = positive value for all quantity and amount items in new physical trades
Sale contract = negative value for all quantity and amount items in new physical trades
Validation
System will highlight INV and PSL columns with reversed sign in TRADES table to signify error as it is not allowed
for all PURCHASE contracts:
if BAL AMT or UN INV QTY or UN INV AMT <0 , highlight these columns red
for all SALES contracts:
if BAL AMT or UN INV QTY or UN INV AMT >0， highlight these columns red
For below keys in physical trade table, BE already done the converter based on sale or purchase:
payment_amt (psl_amt)
psl_amt_bal
inv_qty
inv_amt
inv_qty_bal
inv_amt_bal
Please refer to below for more information on how to input the fields. Cells highlighted in red (indicated with * below) in the table are compulsory fields and are thus necessary to input:
Trade ID：Input is not required, once you save your trade data, the Trade ID will be generated automatically
Trade Date*：Trade date of the contract
Product*：Product name, for example Corn
Brand: Brand of product
Specification：Product specification, you may fill in for your reference if necessary, eg Product is Rubber and specification is XX1
Entity of Contract*：Name of your company (can be input in Settings>Company>Company Profile page)
Counterparty*：Name of counterparty
Contract No.：Every purchase and sale contract should have its own contract number. Contract number must be unique! You may use the Auto Co function to auto-fill contract number in running number if Main Contract No. exists and Contract No. is empty
Main Contract No.: Main contract number of individual contract number, you may input as necessary
Client Contract No.:
Purchase/Sale*：Purchase/Buy or Sale/Sell contract. You may use the dropdown list on the top left corner to select Purchase or Sale to display the contracts respectively.
Match No.: Assign the same match number to the corresponding purchase and sale contracts for your reference
Contract Delivery Date
Trader：Name of trader
Trade Mode *：
Offshore refers to offshore contracts - Cannot input Tax Rate, Exchange Rate and Custom Tax Rate
Domestic China - Can input Tax Rate, cannot input Exchange Rate and Custom Tax Rate
Delivery China - Can input Tax Rate, cannot input Exchange Rate and Custom Tax Rate
Import/Export refers to import/export contracts - Can input Tax Rate, Exchange Rate (If Deal Currency and Product Currency are different) and Custom Tax Rate
Basis Trade China - Can input Tax Rate, cannot input Exchange Rate and Custom Tax Rate
Entrepot - Can input Tax Rate and Exchange Rate (If Deal Currency and Product Currency are different), cannot input Custom Tax Rate
Offshore-Cross Ccy - Can input Tax Rate and Exchange Rate (If Deal Currency and Product Currency are different), cannot input Custom Tax Rate
EFP - Can input Tax Rate, cannot input Exchange Rate and Custom Tax Rate
Long Term - Can input Tax Rate, cannot input Exchange Rate and Custom Tax Rate
If an offshore company imports/exports, there are 3 trades contracts involved:
Offshore companies purchase from suppliers - Offshore
Offshore companies sell to domestic companies (exported by offshore companies) - Import/Export
Domestic companies purchase from ===offshore companies (imported by domestic companies) - Import/Export
Contract Ccy* ：The transaction currency stipulated in the contract. This must be filled and must be exactly the same in PS Ledger or Invoice; otherwise the contract number will not appear in the Contract No. dropdown list in PS Ledger or Received invoice table for selection
Qty*：Contract quantity. Quantity will follow this order of priority when calculating P/L, PS Ledger, Invoice and Stock Management: Settlement Qty > Contract Actual Qty > Qty.
Contract Actual Qty: The actual quantity stipulated in the contract. Quantity will follow this order of priority when calculating P/L, PS Ledger, INVOICE and Stock Management: Settlement Qty > Contract Actual Qty > Qty.
Unit*：Unit of contract/product eg metric ton
Contract Tax Rate (%)：The actual tax rate stipulated in the contract
Contract Pricing Date
Invoice Month:
Margin (%) : Collateral value % deposited with the counterparty
Provisional Price: Temporary price, will be used to calculate P/L if Estimated Price or Actual Price is not available yet. The system will follow this order of priority to calculate P/L if the price is available: Actual Price > Estimated Price > Contract Actual Price > Provisional Price
Contract Actual Price: The actual price stipulated in the contract. This will be used as priority to calculate P/L. The system will follow this order of priority to calculate P/L if the price is available: Settlement Price > Estimated Price > Contract Actual Price > Provisional Price. This must be filled; otherwise the contract number will not appear in the Contract No. dropdown list in PS Ledger or Received invoice table for selection
Contract Actual Price before Tax:
CONTRACT PRICE BEFORE TAX = CONTRACT ACTUAL PRICE/(1+CONTRACT TAX RATE(%))
if no CONTRACT ACTUAL PRICE, use PROVISIONAL PRICE
Contract Amount : Contract Actual Price/Provisional Price*Contract Actual Quantity/Quantity
if ACTUAL PRICE FLAG = TRUE, CONTRACT AMT = CONTRACT ACTUAL QTY * CONTRACT ACTUAL PRICE
If ACTUAL PRICE FLAG = FALSE, CONTRACT AMT = CONTRACT ACTUAL QTY * PROVISIONAL PRICE
CONTRACT AMT BEFORE TAX:
CONTRACT AMT BEFORE TAX = CONTRACT PRICE BEFORE TAX * CONTRACT ACTUAL QTY
If no CONTRACT ACTUAL QTY, use QTY
CONTRACT TAX AMT:
CONTRACT TAX AMT = CONTRACT AMT - CONTRACT AMT BEFORE TAX
Contract Premium : The premium stipulated in the contract
Actual Price Flag：Once Contract Actual Price has been input, "True" will be displayed here, otherwise, it will display “False” in red.
Pricing Price
Pricing Date：Actual pricing date
Pricing Contract eg forward
BL No. ：Bill of lading or waybill number for import and export of goods.
Loadport：Loading port (port of shipment)
LP ETD：Estimated time of departure at the port of shipment, date format
Disport ：Unloading port (port of discharge)
DP ETA：Estimated time of arrival (unloading) at the port of discharge, date format
Warehouse ：Warehouse name, for record purpose only
Execution Status: Status of contract eg settled, pending etc
Stock Date: The latest stock in/stock out date recorded in 10. Stock/Inventory Data in Stock Management
WH Name & Status: Name of warehouse, each warehouse’s quantity balance and Stock Type recorded in 10. Stock/Inventory Data in Stock Management will be automatically reflected here. When your cursor hovers over the column, a pop up will appear with the details
Stock Qty: Stock In/Out quantity that has been recorded in 10. Stock/Inventory Data in Stock Management
Unstock Qty: Stock In/Out quantity that has not been recorded in 10. Stock/Inventory Data in Stock Management, Un-stocked Quantity = Quantity - Stock Quantity
PSL Amt: PS Ledger amount (sum of all values in Amount column) recorded in 3. PS Ledger will be automatically reflected here. If PSL Amt has not been input yet, PSL Amt will be 0 and Bal Amt will be = Contract Amt
PSL Date: PS Ledger date (Date column) recorded in 3. PS Ledger will be automatically reflected here
Bal Amt: PS Ledger balance amount (Unpayment Amt column) recorded in 3. PS Ledger will be automatically reflected here. If PSL Amt has not been input yet, PSL Amt will be 0 and Bal Amt will be = Contract Amt
Balance Amount (Unpayment Amount) = Contract Amount (can be viewed from Contract No. dropdown list) - PS Ledger Amount (sum of all values input in Amount column in the table)
Inv Qty: Invoice quantity recorded in 4. Invoice - Receive (sum of all values in Inv Qty column) 5. Invoice - Issue will be automatically reflected here. If Inv Qty has not been input yet, Inv Qty will be 0 and Un Inv Qty will be = Qty
Inv Amt: Invoice amount recorded in 4. Invoice - Receive (sum of all values in Inv Amt column) 5. Invoice - Issue will be automatically reflected here. If Inv Amt has not been input yet, Inv Amt will be 0 and Un Inv Amt will be = Amt
Inv Date 发票日期: Invoice date (Date column) recorded in 4. Invoice - Receive (Inv Amt column) 5. Invoice - Issue will be automatically reflected here
Un Inv Qty: Uninvoice quantity (Un Inv Qty column) recorded in 4. Invoice - Receive5. Invoice - Issue will be automatically reflected here. If Inv Qty has not been input yet, Inv Qty will be 0 and Un Inv Qty will be = Qty
Uninvoice Quantity (Uninv Qty) = Quantity (Qty) - (sum of all values input in Inv Qty column in the table)
Un Inv Amt: Uninvoice amount (Un Inv Amt column) recorded in 4. Invoice - Receive5. Invoice - Issue will be automatically reflected here. If Inv Amt has not been input yet, Inv Amt will be 0 and Un Inv Amt will be = Amt
Uninvoice Amount (Unv Amt) = Contract Amount - Invoice Amount (sum of all values input in Inv Amt column in the table)
Remarks：Remarks