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Vesta Software Group – Finance Process Note Manual   Last Amendment Date: 03/11/2022Bank Process Notes Contents Page
1.  Approving Bank Payments – HSBC 2.  Approving Bank Payments – NatWest 3.  Check Payments have been second approved in bank – NatWest 4.  Checking international payment bank charges – NatWest 5.  Downloading a bank statement NatWest to Excel 6.  Downloading a bank statement NatWest to PDF 7.  Downloading a bank statement to Excel HSBC 8.  Downloading a bank statement to PDF HSBC 9.  Importing a GP EFT File NatWest 10.  List of Bank Payment Approvers 11.  Loading a manual payment HSBC 12.  Loading a manual payment NatWest 13.  Loading a Transfer and refund onto the Bank 14.  Loading an International Payment NatWest 15.  Logging into HSBC Bank 16.  Logging into Natwest Bank 17.  Making an inter account transfer in HSBC 18.  Printing Intercompany payments raised to PDF 19.  Printing manual payments raised to a PDF 20.  Printing the EFT imported lines to a PDF document 21.  Raise an Enquiry with NatWest - Payments in 22.  Raise an Enquiry with NatWest – Payments Out 23.  Raising Intercompany Payment NatWest 24.  Request NatWest bank access 25.  Saving a NatWest PDF bank statement in the handover folder 26.  Searching Payment and Approval Status 

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Approving Bank Payments - HSBC Version Number 1.0 Section Banking Date of implementation 02.11.2022 Date of Last Review 02.11.2022 Process Scope How to check and approve a bank payment that has been created by the transactional team for approval in HSBC. Process Steps 1. The transactional team will send an email advising a payment has been raised 2. Upon receiving the email the BACS data in the excel spreadsheet needs opening and checking the amounts, dates, number of transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The above data is used to check against the HSBC data. 3. This is where you log on to begin the process. Click on the Log on button. 4. The next screen will ask for username. 5. And then, using the HSBCnet Digipass enter your unique 6 digit code that was set up when registering online and then the 6 digit code on the screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 If correctly entered the screen below will appear and you should select Authorise. 6. Select File Level Authorisation and you will need to input a new 6 figure code from your Digipass to access and authenticate the next level. 7. If entered correctly it will bring you to this screen where you select the relevant payment ( note the example below has already been authorised at the 1st level ) This is a two stage approval process that will be undertaken by another approver for security reasons. This way not one person can approve, it takes two persons to fully approve the payments.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Check the amounts are the same as the data spreadsheet. Also check there are not Rejections, and the value date is two days forward. 9. If approval is accepted the screen will show the status as either pending 2nd authorisation or payments authorised.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Once authorisation has taken place reply to the email to state this has been carried out.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Approving Bank Payments - NatWest Version Number 1.0 Section Banking Date of implementation 02.11.2022 Date of Last Review 02.11.2022 Process Scope How to check and approve a bank payment that has been created by the transactional team for approval in Natwest Bank (Bankline). Process Steps 1. Receive an email from transactional team to say there is a transfer for approval 2. Open the attached documents Bank Report – this is the report created in Natwest (Bankline) showing the summary of payments All payments should be imported via EFT – there will show a blue box with a downward arrow on both the PDF report and the bankline payments authorisation screen to confirm that the payment is an imported EFT. The only time we should accept non-EFT payments are the below. 1. Transfers and refunds 2. International bank payments 3. Extreme urgent payments when the COO, Head of finance or finance managers are off 4. HMRC payments

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 There will also be a spreadsheet to show the download from GP – check this to make sure the totals match and that all lines items are genuine items in GP (e.g. have an appropriate document number and Vendor account) For expenses and Concur invoices, the spreadsheet will also show a batch reference starting EC or IC which shows they have been processed via Concur and have already been approved by the business – these can be paid without further approval For items that have not been processed via Concur, there will be another document attached to the email with the approval from the business head (or another appropriate person) to make the transfer so check the attachment to ensure approval has been received for all items Intercompany transfers will be identified as intercompany, the spreadsheet will show only group companies in the Vendor ID

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 These just need to be sense checked – do the descriptions and amounts look reasonable 3. Go into bankline (access for this is set up by Ester May (Ester May EMay@Jonas-Group.co.uk) – you will need log in details, PIN and a card/card reader before you can log in and approve payments) Enter your login details – customer ID 578766 is always the same – and user ID as provided by Ester You will then need to scan the QR code on the screen using your card reader and enter the code returned by the card reader onto the website, also you will enter characters from a password as provided by Ester Once logged in, find “Approve Payments” on the payments tab You can find the payment reference numbers on the bank report – see “Payment Ref” in the first column

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 If you are happy that all payments have been appropriately approved and checked, tick the boxes next to the payment, on the left-hand side If you are the first approver, the status of the payment will be AA/. If you are the second approver, the status of the payment will be AS Then go to the bottom of the screen and click “Approve” You will then have to use the card reader again to scan the screen and enter in the returned code on to the website. Confirm your approval 4. Go back to the email from Central team, reply to all and let everyone know that you have approved the payment. There are 2 approvals needed for each payment so let everyone know if you have done 1st Approval or 2nd Approval. Keep it all on the same email trail Tips, Tricks and Troubleshooting In the payments screen, click the > to the left of the payment to get full details and approval history

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Check Payments have been Second Approved in Bank – NatWest Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process is used to check that all payment runs loaded into the bank have been second approved by the deadline. Process Steps There are various ways to search if payments have been approved The first option is reference, this is found on the PDF document printed for payment approvals. Printing manual/imported/intercompany payments made to a PDF processes’ This option is not the best option to check payment run approvals, this would be a good option to use if the user needed to check one payment line has been approved. Option 1: Search by reference 1. Log into NatWest 2. Select Search

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Select Payments raised Example below of payment reference 4. Select “Payment out” by clicking on the drop-down arrow under Payment reference and then fill in the payment reference number & select search

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. The below will appear. The status ‘Approval status’ is on this screen so you can see what status this payment is in. Option 2: Search by payment date 1. Select Payments raised

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Make sure the Date Range is set to “Date Payment Raised” 3. Add the date parameters. 4. There are various options on this screen. Make sure input user is selected. 5. Input the user bank ID into the search Field if known, if this is not known then leave this option blank.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Select search. Below you will see the payments that have been raised and their status

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. To check who has authorized the payment. Please click on the Payment ID. 8. The below will appear and will provide you with further details. This includes: • The bank we are paying out of • The bank details we are paying into • The person who raised the bank • Who first approved and the date completed • Who final approved and the date completed

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting • Once payment runs have been initiated the processing team will check if all approvals have been received before these items expire on the bank. • If a user needs to know when a payment is going to expire this will be detailed in the payment run process flow. • If they are not second approved by the deadline, they will fall off the banking site and the entire payment(s) will need to be reloaded.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Checking International Payment Bank Charges - NatWest Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This Process notes demonstrates how to check the bank charge value on international payments. Process Steps 1. Log into NatWest 2. Select Accounts & Statements 3. Select the account you are working on.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select the International Payment. 5. Select “Print/Export Transaction PDF” 6. This PDF will show you. a) The Original Payment amount in the original currency b) The exchange rate on this transaction c) The GBP converted amount d) The commission charges e) The bank charges. (The commission charges and bank charges both go to bank charges in GP and the remaining difference go to the realised FX nominal)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Downloading a Bank Statement NatWest to Excel Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will enable you to download a bank statement from NatWest and save it in an excel format. Process Steps 1. Log into NatWest 2. Select Accounts and then View account balances and statements 3. Select the account you want by clicking on it ie: Contronics

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select the start date and end date, it will automatically refresh 5. Click on Print/Export statement at the top of the page

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. This screen will pop up, select file format CSV and click on export 7. This pop-up screen will open, click on open file and then you can save the excel in the relevant folder.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Downloading a Bank Statement NatWest to PDF Version Number 1.0 Section Banking Date of Implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process demonstrates how to download a bank statement from NatWest and save as a PDF format. Process Steps 1. Log into NatWest 2. Select Accounts & View account balances and statements. 3. Select the account by clicking on it e.g.; Contronics.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select the start date and end date required. Once selected the statement will automatically refresh. 5. Click on Print/Export statement at the top of the page.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. This screen will appear, select file format PDF and then click export. 7. Once exported, you may see either of the below options appear either at the top or bottom of the screen. Click to open file and then you can save the PDF in the relevant folder.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Downloading a Bank Statement to Excel HSBC Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process demonstrates how to download a bank statement from HSBC and save in an Excel format. Process Steps 1. Log into HSBC 2. Select Account Information. 3. Select the account you require.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select ‘Filter’. 5. Select the date range.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Once ranges have been entered, click export. 7. Select Excel. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Downloading a Bank Statement to PDF HSBC Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process demonstrates how to download a bank statement from HSBC and save in a PDF format. Process Steps 1. Log into HSBC 2. Select Account Information. 3. Select the account you need to download the statement for.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Before downloading the statement in PDF, select ‘Filter’ you will have the option to select the date range you require the statement for. 5. Once your date ranges have been entered, click on the export tab and select PDF. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Importing a GP EFT File NatWest Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process is used to import the EFT file created in GP for the payment run. Process Steps 1. Log Into NatWest 2. Select on the payments dropdown from the top banner and then select Import Payments. 3. Click on choose file – This is where you will pick up your EFT file that was copied across to the Finance shared folders. From the previous process Raising EFT payments in GP (Payment Run)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Once you have selected your file, click Go. Then select on Accept Import on the next screen. 5. Select on the payment’s dropdown again from the top banner and then select Import Payments.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Once the file is imported successfully it will show as below, select on the number under the No. of payments column. The below screen will open up, click in the white box highlighted and select Print/save list Save the PDF to the payment run folder. You will later use this for your payment run approval email. 7. Log out Tips, Tricks and Troubleshooting • Login access and devices will need to be set up prior to log in. • Please make sure your EFT file is copied from the F:Drive to the Finance shared folders.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 List of Bank Payment Approvers Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This list shows who the bank payment approvers are as well as the businesses approvers to raise urgent/manual payments and the email distribution group that is to be used to send emails for approval to make a payment. Process Steps 1. Please see below the destination of where this list can be found.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Please see below an example distribution email accounts you will need to use. Tips, Tricks and Troubleshooting AP = Accounts Payable

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Loading a Manual Payment HSBC Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process note explains how to load a payment manually in the HSBC bank. Process Steps 1. Log into HSBC 2. Log into HSBC net by clicking on “Log On”. 3. Enter your username and click on continue

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on the green button on the FOB, until a message on the screen pops up PIN. Enter your pin, click on the green button again to get the security code to enter. Enter the security code and click on log on. 4. Select “Menu / Payments and transfers / Create payment or transfer”. 5. Select the correct account where the money will be debited from. Click on the dropdown if the account given isn’t the correct one, select the correct account to make the payment out of. 6. This example will be for a Faster Payment (Priority Payment), similar procedure will be for a Priority Payment.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The difference between both type of payments is that Faster Payment will credit immediately in the clients account and Priority Payments takes up until 48 hours to credit on the clients’ account. 7. If you don’t already have a template for the customer, you must select new beneficiary and then provide all compulsory details to HSBC. 8. Compulsory fields are Beneficiary Name, Account number and Beneficiary bank.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Amount to be paid should be provided before proceeding with payment. 10. Your reference -Internal information. Information for the beneficiary – External details. Once all the fields are filled in you need to select “continue” to proceed with payment. 11. Sometimes HSBC will ask to validate the beneficiary account, if payment is for another company just select “Business” as “Account Type”.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 12. The Verify code must be entered in the Security device, please see below the process to follow: - Click on the green bottom in the Security Device. - Enter your security code - Click the yellow bottom on the Security Device. - Enter the verify code given by HSBC net. - Click on the yellow bottom and the HSBC will provide a 6-digit security code. - Security code must be entered in correspondent box as per below image. 13. Finally print the PDF, as this will need to be sent for approval. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Loading a manual payment into NatWest for Suppliers Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process should only be used for international payments (ie: USD supplier). All third-party supplier payments in GBP currency should be generated in an EFT file in GP and uploaded into the bank. This avoids any error in bank details and paying into the wrong bank account. Process Steps 1. Log into NatWest. 2. Select Payments and then select Make Payment 3. Select Domestic Payments Then select the bank account that funds need to be debited from by clicking on the magnifying glass to view the list of businesses. Complete the required fields. Full payee name: Account Name being paid Account details: These can be obtained on invoices or other written communication received

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 * Sort code: xx-xx-xx * Account number: xxxxxxxxx Select whether the account is a personal or business account Once all this data has been completed, click on ‘Check Payee’. 4. If the beneficiary details match, then you can select ‘use this payee’. If they do not match, please refer to process note New Supplier and Current Supplier Bank details. Once the process for New Supplier and Current Supplier Bank details has been actioned for details that could not be verified, you can select ‘use this payee’. 5. 1. Select the date you want this payment to arrive in the recipients account. 2. Stipulate the amount you want to pay the recepient. 3. Your reference – What do you want to see on our bank statement

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Their reference – Invoice number you are paying or any reference they can use to link the payment made to our business. Once you have checked over the data you have input , click on make payment at the bottom of the screen 6. The below screen will appear Click on Print/Export payments Tips, Tricks and Troubleshooting Refer to New Supplier and Current Supplier Bank details - Process Notes before uploading any manual payments.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Loading a Transfer and Refund onto the Bank Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope We do the transfers (Internal) and any refunds to the customer in line with the timetable. This information will be found in X:\Accounts Receivable\Year\Company\Transfer and Refund Requests, the sheet will be filled in by the Credit Controller. We will have to make sure there is an approval from the Credit Control Supervisor or equivalent before we do any transfers or refund. You will need to check all the folders for the Companies we are designated to look after, and you’ll find the approval email saved in the approval folder. Process Steps 1. On the Refund tab, we have 1 refund to do to the customer. Once you load in the bank, please make the comment e.g., Loaded in Bank for others to know so we do not duplicate the payment. Once the payment is out of the bank you can update the sheet with the date the payment came out of the bank and highlight it in green to say it has been completed. 2. Logging into NatWest Bank and click on Payments and then click on Make a payment or transfer 3. Put in the bank details provided by the Credit Controller. Please make sure the beneficiary details match in the bank, if not you will need call the customer and confirm the bank details. First click on check payee to confirm the details. A message will pop up to confirm that the bank details match.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Type in both reference fields and then click on use this payee. 5. Please double check the bank details, enter the refund amount and date and then click Raise Payment. 6. The below screen will pop up after the payment is loaded, print/export the payment summary report Raising an International Payment NatWest and send it for approval List of Bank Payment Approvers (Please attach the bank report, Refund/Transfer excel sheet and the approval email. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Loading an International Payment NatWest Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process explains how to load an international payment in NatWest. International payments are loaded manually in NatWest, as Great Plains (GP) does not have a function where we can load international bank details. Process Steps 1. Log Into NatWest 2. Select payments and then select make a payment or transfer. 3. Select International/FX payment. 4. Select the Bank you are paying from with the look up glass at the top.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Fill in your reference and then select enter payee details. 5. Select the country where the account is based. 6. The below screen will open. Select the currency you are paying in. Fill in the name of business or person Fill in the IBAN number

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Fill in the Bank Identifier Code (BIC) (Optional) 7. Fill in the suppliers’ details Fill in our details and information – this is for the supplier reference – this is what will show on their bank statement. Fill in their bank details provided. 8. Press make Payment – Bottom right of screen

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Go to Payment Summary – International 10. Select payment and then select print/save list and send this to the relevant Management Accountants for approval. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Logging into HSBC Bank Version Number 1.0 Section Banking Date of implementation 01/04/2022 Date of Last Review 01/04/2022 Process Scope Once you have obtained login details this is how you would log onto the HSBCnet. Process Steps 1. Log into HSBC using the below site address. HSBCnet | Global Banking and Markets | HSBC 2. Click on Log on to HSBCnet 3. Fill in your Username & click on Continue

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. This screen will pop up Click on the green button on your FOB and key in your pin and push on the green button again. This will give you a security code, type this in the security code box and click on continue. This will open the bank and you can navigate from there.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 It is good practice to log out once you are finished in the system. Be mindful that there is an inactive time limit in the bank before you are automatically disconnected. Tips, Tricks and Troubleshooting • We recommend you save the HSBCnet link as a favourite web page.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Logging into NatWest Bank Version Number 1.0 Section Banking Date of Implementation 01/04/2022 Date of Last Review 01/04/2022 Process Scope Once you have obtained login details this is how you would log onto the NatWest bankline. Process Steps 1. Go to Bankline - Login (natwest.com) Click on Log In and then click on Bankline as shown below 2. Enter Customer ID and User ID as per Bankline Administration Log in details Click continue

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Insert card into the card reader device and scan QR code on the screen. Enter your 4-digit pin into the card reader device. Enter response code displayed on device into website Enter requested characters from you alpha-numeric password as per Bankline Administration Log in details Click on Continue 4. The system will then show the user the last time you accessed the system. Should this date and time not be recognisable to you as the last time you logged in then please contact the portfolio team immediately. Click on confirm

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. You will be directed to the home page of the bank It is good practice to log out once you are finished in the system. Be mindful that there is an inactive time limit in the bank before you are automatically disconnected. Tips, Tricks and Troubleshooting • We recommend you save the bankline link as a favourite web page. • Customer ID is the same for all users, if you do forget this any user that has NatWest access can give you this ID. • Username is usually the first initial of your name and your surname.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Making an inter account transfer in HSBC Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process is used to transfer money from one bank account to another ie: Vesta Merchant Services HSBC GBP account to the HSBC Current account. Process Steps 1. Log Into HSBC 2. Log into HSBC net clicking into the “Log On”. 3. Enter your username and security code provided by the Security Device.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on the green button on the FOB, until a message on the screen pops up PIN. Enter your pin, click on the green button again to get the security code to enter. 4. Select the Menu dropdown and click on Payments and Transfers/Create payment or transfer. 5. From the Payment type options select Inter-account Transfer & click on continue. 6. Once selected the correct option, HSBC will redirect to intercompany transfer screen, there are two options that you need to select to define from which account the payment will be made from, and which will be the account that will be receiving that transaction.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Pay from – account from where the payment will be made. Pay to – account that will receive the funds. 7. After choosing the accounts that will be involved in the process, fill in the amount we want to transfer. Your reference – will allow the recipient to know what the transaction is regarding to. 8. Once you have filled all the required details just click into the “Continue” option to proceed with the transaction.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Once the transaction has been confirmed, please download and save the transaction in a PDF format. 10. Send an email to vmsapprovers@vestasoftwaregroup.com , attaching the pdf asking for authorization (example below) Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Printing Intercompany Payments Raised to PDF Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope In this process, we would use this to print a PDF version of any intercompany payments. This would be attached to our email for bank approval. Process Steps 1. Log into NatWest – Refer to Logging into NatWest 2. Process your manual Payment - Refer to Raising Intercompany Payment NatWest Single Payment If a single payment, please follow steps below: 1. Please select print/save record at the bottom right corner and this will automatically bring up the PDF to save down and send for authorisation.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Multiple Payment If Multiple manual payments, please follow the below steps. 1. Go to Payments (on the Top) & select Payment Summary 2. Select the type of payment you have processed – e.g., Standard (is normal UK BACS or faster payment), CHAPS (is normal UK CHAPS payment), International (is any international payment raised -outside of UK), IATs (this is for any intercompany transfers) For this example, we have done a IAT (Intercompany Transfers) 3. Select all your manual payments by ticking the small boxes next to each payment ref

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Then select print/save list and this will automatically bring up the PDF to save down and send for authorisation. 5. Save down in the shared folders and send for authorisation with relevant documentation Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Printing Manual Payments Raised to a PDF Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope In this process, we would use this to print a PDF version of any payments loaded manually. This would be attached to our email for bank approval. Process Steps 1. Log into NatWest – Refer to Logging into NatWest 2. Process your manual Payment - Refer to Loading a manual payment into NatWest for Suppliers Single Payment If a single payment, please follow the steps below. 1. Select print/save record at the bottom right corner and this will automatically bring up the PDF to save down and send for authorisation. Multiple Payments If multiple payments, please follow steps below. 1. Go to Payments (on the Top) & Select Payment Summary

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Select the type of payment you have process – e.g., Standard (is normal UK BACS or faster payment), CHAPS (is normal UK CHAPS payment), International (is any international payment raised - outside of UK), IATs (this is for any intercompany transfers) For this example, we have done a Standard Payment 3. Select all your manual payments that you have raised by ticking the small boxes next to each payment ref, E.g., below there is one payment for now but you can select multiple payment to one Bank report. 4. Then select print/save list and this will automatically bring up the PDF to save down and send for authorisation. 5. Save down in the shared folders and send for authorisation with relevant documentation. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Printing the EFT Imported Lines to a PDF document Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process is used to print a PDF version of payments imported via an EFT import. This PDF document will be attached to the email we send over to the payment approvers of payment runs. Process Steps 1. Log in to the bank - Logging into the bank Natwest 2. Select ‘Payments’ and ‘Import Payments’ 3. The below screen will appear Select the required imported files by doubling clicking on the number under ‘No. of payments’

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select the required transactions with the check mark on the left and then click on ‘Print/save list’ 5. There may be a pop up on your screen to advise a download is taking place. Once this has downloaded select ‘Open File’ as highlighted below 6. Rename this PDF as required (‘Company Initiative’ – ‘Type of Payment’ Payment Run DD.MM.YYYY). Save this in the appropriate payment run folder (example below)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Alternative Method 1. Log in to the bank - Logging into the bank Natwest 2. Select ‘Payments’ and ‘Payment Summary’ 3. Under ‘VOL’ click on the number to open the full list of all payments in each category 4. Continue as first method above from step 4 onwards Tips, Tricks and Troubleshooting • Login access and devices will need to be set up prior to log in • If user cannot access these sections, contact the portfolio team

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Raise an Enquiry with NatWest – Payments in Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process is used when we have received cash into any one of our companies that does not have a reference number or name as part of the description, and we do not have a remittance. This helps us identify where/who the payment has come from. Process Steps 1. Log into NatWest 2. Select Accounts and select View account balances and statements. 3. Select the company you have the query on e.g. Contronics.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select the date range. 5. Click on the transaction line to see if it gives you any more information. 6. If there is not enough information, then click on Support or Message us. 7. The below screen will pop up.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Type in the below question. 9. Select Bankline payments and transfers from the option list.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Select More information on a specific payment and then select In. 11. The below messages will then appear. At this point, they have not provided the information required, therefore select No.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 12. At this point, you will need to provide your details when asked and then answer the questions that follow as shown in example below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 13. You will then be transferred to an agent, who will ask you questions as well. Use the same wording to get the information you require. 14. If you are happy, and you have the info you require, you can end the conversation or move onto the next query if you have one.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Raise an Enquiry with NatWest – Payments Out Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process is used when a payment has been made to a third party and we are unsure who that is. This will assist us in finding out the bank details this payment was made to or provide us with who it was for if it is not clear from the reference. Process Steps 1. Log Into NatWest 2. Select Accounts and then select View account balances and statements.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Select the company you have the query on e.g. Contronics. 4. Select the start date & end date that you want to search.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Click on the transaction to see if it gives you any more information. 6. If there is not enough information, select Message us which will be on the left hand side of the screen. 7. This screen will pop up.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Type in your query, being specific. 9. Then select an option that relates to your query (Bankline payments and transfers) and then answer the automated responses as required.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Provide your details when asked and answer the questions when asked 11. You will then be transferred to an agent who will request the bank information of the account you have the query on. Provide as much detail of your query as you can, including the date/value/reference you can see.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 12. They will then provide you with the info they have, this can sometimes differ. 13. They will ask if you have any other queries and are satisfied and to complete a survey. You don’t have to complete the survey you can click on the 3 dots at the top right hand corner and click on End conversation. Tips, Tricks and Troubleshooting Be mindful of the time that elapses during your enquiry, NatWest can sometimes log you out due to inactivity. The occasional click will avoid this.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 RAISING INTERCOMPANY PAYMENT NATWEST Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This document demonstrates the process of Raising intercompany payment from NatWest Bank. Process Steps 1. Log in to NatWest bank. 2. Go to the Payments. 3. Select Make a payment or transfer. 4. Select Transfer between your accounts.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select the bank you are paying out of in the ‘from’ drop down. 6. Put in the internal reference, preferably the creditor ID/Nominal account. 7. Select the bank you are paying to, from the drop down

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Put in the reference that will show on the corresponding bank statement. 9. Input the ‘Date to transfer’ – this is the date payment will clear Input the ‘Amount’ we are paying.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Select ‘Raise transfer’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. Print and Export Payment PDF and send for approval Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Request NatWest Bank Access Version Number 1.0 Section Banking Date of Implementation 01/04/2022 Date of Last Review 01/04/2022 Process Scope When a new employee joins the team and requires bank access this is done via the portfolio team. The lead time varies for these requests. All email addresses required for this process are available on our directory. Process Steps 1. Create and send an email to the portfolio team. This email needs to contain the below information • The employee’s name • The employee’s email address. • The companies they require access to. • What type of access is required. Approver, processor or read only access. • Copy in the bank request approver to approve this request. (Example shown below) 2. The user will receive an email with log in details 3. The user will receive a NatWest Bankline card, pin and a card reader separately. Tips, Tricks and Troubleshooting Reasons for failures: • Have you emailed the correct approvers • Is the detail in the email correct • Have you checked your junk folder • If you have received your card and pin but no card reader, then you need to contact portfolio to have one of these mailed to the user.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Saving a NatWest PDF Bank Statement in the Month End Handover Folder Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how to save down a full month’s bank statement in the month end handover folder. Process Steps 1. Login to Bankline - Login (natwest.com). 2. Select ‘Accounts’ and then click on ‘View account balances and statements’. 3. Select the preferred account by clicking on the company account name from the list as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select date range that you require and then click on ‘Print/Export statement’. 5. Select ‘Export’. 6. There may be a pop up on your screen to advise a download is taking place. Once this has downloaded select ‘Open File’ as highlighted below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Select the ‘Save as’ symbol example highlighted below. 8. Rename the PDF ‘Company initiative’ bank statement ‘Month Year’ and save this in the appropriate handover folder (example below). Tips, Tricks and Troubleshooting • Login access and devices will need to be set up prior to log in. • We require a full bank statement saved in the handover folder for audit purposes. • The print/save as/download options may differ depending on the internet application you are using to log into the bank

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Searching Payment and Approval Status Version Number 1.0 Section Banking Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This document demonstrates how to search a payment status if it has been approved and see who has approved the payment. Process Steps 1. Log in to the bank. Please see Logging into the bank (NatWest) 2. Select Search 3. Select Payments Raised

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Make sure the Date Range is “Date Payment Raised” 5. Change the date to the Date range required 6. Make sure Input User is selected

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Input the user bank ID of the person who raised the payment run (if known) into the search field. If not known, keep input user ticked but enter no user ID and it will search all payments within the date range you selected. 8. Press Search

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Below you will see the payments that have been raised and their status.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. To check who has authorised the payment. Please click on the “Payment ID”. The below screen will appear.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. The below will appear and will provide you with further details. This includes: a) The bank we are paying out of b) The bank details we are paying into c) The person who raised the bank d) Who first approved and the date completed e) Who final approved and the date completed Tips, Tricks and Troubleshooting