Aquarius Client Manager- Portal Reference Guide.

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Macca Client Portal Screens & Features Aquarius Client Manager

Home Screen Messages – List of Drawdowns and Batch Uploads (Summary) Snapshot – Facility Type, Fee Structure, Approved, Disapproved, Exposure, Retention, Availability (Summary)

Tip - Screens can be downloaded to excel when you see

the icon. List of Drawdowns (known as “Out-Payments”) is available via Agreements and Out-Payment Enquiry. List of Batch Uploads is available via Agreements and Movements (Sales Ledger). Schedule Acknowledgement report via Reporting will display uploaded invoices via a date range. The “Breakdown” Widget shows Availability, Disapprovals, Funds In Use and Pending Retention.

Payment Request Request Funds – View Ledger, IP Rate, Disapprovals, Reserve, Current Balance, Advance Notice, Make new Funding Request

Tip – You no longer require a “Drawdown Password” to request payments. It is therefore recommended that the “Out-Payments Entry” option when creating a new user is not selected if that user should not have access to request funds. Request Funds – Available via Widget in Agreement Summary. To view your Ledger, Disapprovals, IP, or current Funds use the Breakdown widget.

Submit New Debtor Details New Debtor Entry – Manual

New Debtor Entry – Use Debtors. Enter the information under the Debtor Maintenance Tab, and Submit Proposal. Previously created Debtors will show here in the Proposed Debtor Maintenance tab to the right, along with their status.

Add/Edit Client Staff New User – Ability to add a new user for collection purposes

New User – Use Administration. Here you have the ability to create a new user and set relevant permissions. Refer Page 28 of the User Manual for more detailed instructions.

Portal Comparison

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Cut & Paste Upload New Upload – Ability to view previous uploads, make a new upload

New Upload – Use Data Exchange. Refer to page 15 of the user manual for full instructions. To view previous uploads run “Schedule Acknowledgement” report via Reporting.

Customer Notes Debtors – View Debtor Accounts, See Debtor Code, Collection Notes, Statements, Payment History, Open Items, Transaction History

Debtors – Use Debtors. Displays debtor list, customer code, gross balance, funding limit, and disapprovals overview. Enter into a debtor to see payment terms, transaction history, open items, address details, and customer notes on an individual basis. To view statements run Debtor Statement Portrait - SPAU via Reporting.

Reports Summary – Statistical 12-month snapshot of account, including invoicing trends, debt turn, dilution and collections, month by month. Client Account – Daily breakdown of Sales Ledger activity, availability, and current balance. Current Account Movements – All transactions and reconciliations to the Current Account. Includes fees, invoicing, and drawdowns.

Tip – Hit after requesting a report to generate it without having to exit screen. Summary – Both Statistics and Snapshot in Agreements contain statistical trends over a time period. The data will build over the 12 month period and the system will then maintain 12 month historical data. Client Account – Information is available through a variety of widgets. Recommend using Breakdown which will show availability, sales ledger and funds in use, Movements this Month which will show MTD out-payments, in-payments and assignments, and Main Balances which will show Close of Day Availability for the day end previous. Current Account Movements – Available through Agreements and Movements and change the tab to Funds in Use. Shows a daily reconciliation to the Current Account. The Client Summary report summarises these figures.

Portal Comparison

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Sales Ledger Movements – All transactions and reconciliations to the Sales Ledger. Includes invoicing, credit notes, and collections. GST Tax Invoice – Available for download at EOM. Client tax invoice for management fee paid. Disputes – List of disputed invoices from both the Collections process and Verification process.

Sales Ledger Movements – Available through Agreements and Movements and change the tab to Sales Ledger. Shows a daily reconciliation to the Sales Ledger. The Client Summary report summarises these figures. GST Tax Invoice – Tax invoices are automatically produced at the end of the month, and available for download via Reporting. You will need to change the date range (from before end of month) to view the report. A discount (interest) invoice will also be available at this time. Disputes – Both Disapprovals and Disputes (if not the same thing) can be found through Ledger and then Ledger Analysis. Change the tool to either “All Disputed Items” or “All Funding Disapproved Invoices” and then Search for the relevant results.

BDP Client (applicable for those who had BDP cover in place on debtors) View BDP limits or request new BDP limits

You can view BDP limits on individual debtor accounts via the “Limits” widget within Debtors. Debtors who don’t have a BDP limit will have a credit disapproved (due to $nil limit). This disapproved does not impact your available funds. To apply for a New limit or increase limit requests please complete the form attached (see appendix 1) and email to Baddebtprotection@scottishpacific.com.

Aged Analysis Summary – Total Debtors with Current, 30, 60, 90+ Balances. Displays Customer Credit Limit. Detailed – Total Debtors with Invoicing, Approval, and Amount breakdown.

Summary – Use Reporting - Age analysis – debtor account. Detailed – Use Reporting - Ledger items Report

Portal Comparison

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Receipts / Allocations Daily – List of receipts received or allocations made on a chosen day. Daily Collections – List of receipts received on a chosen day. MTD – Monthly variant of the Daily report. List of receipts received or allocations made in a chosen month. Debtor Details / Payment History – View debtor list, addresses, and payment history including total payments and ADT. Unallocated Cash – List of partial or complete cash not yet allocated. Unallocated Credit Notes - List of partial or complete credit notes not yet allocated. MTD Credit Notes – List of Credit Notes offered in a chosen month. Download Receipts – Download a excel spreadsheet of debtor payments and/or allocations, either by custom date, MTD, or daily.

Daily – In-Payment Enquiry under Agreements will list debtor payments received for a chosen date range. Daily Collections – Both the Debtor payment received and Debtor payment reconciliations reports under Reporting can be generated for a date range. Reconciliations will show allocations and payments received. MTD – Generated either by date range in In-Payment Enquiry or via reporting mentioned above. Debtor Details / Payment History – Available via Debtors. Addresses can be viewed under “Debtor Details & Notes”, or payment history via “Debtor Movements” or “Debtor Ledger”. Unallocated Cash – View via Ledger, Ledger Analysis and All open in-payments. Change search option to “All debtors with credit balances/un-reconciled credits” to include Suspense entries or credit notes. Unallocated Credit Notes - View via Ledger, Ledger Analysis and All debtors with credit balances/un-reconciled credits. Ensure the “Doc. Type” field is selected to see whether the credit is a Credit Note or cash item. MTD Credit Notes – An un-itemised total can be viewed via Agreements, Movements, and Sales Ledger. On the left, both Debits and Credits will be totalled. Credit Notes will display as a totalled balance under Credits. Download Receipts – Can either be achieved by running both the Debtor payment received and Debtor payment reconciliations reports under Reporting OR by downloading the In-Payment enquiry report for a chosen date range. Screens can be downloaded to excel when

you see the icon.

Portal Comparison

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Bank Transactions – List of receipts received on a chosen day only showing the bank transaction narration. Daily Allocations – List of receipts allocated on a chosen day.

Bank Transactions – Now available in Reporting under Inpayment Details Report. Allows you to generate a report by date range including the bank statement narration, payment amount, and allocation status. Daily Allocations – Running the Debtor payment reconciliation report for a date range will provide this information via the ‘Reconciled Date’ column.

Disapprovals Disapprovals – View current invoices disapproved, amount, reason, and summarised disapproval reasons Advance Disapproval Notice - View invoices outstanding due for recourse at end of month.

Disapprovals – The “Disapproved Breakdown” in the “Breakdown” Widget will group disapprovals into a common reason. Clicking on the disapproval reason will open the “All funding disapproved invoices” report within Ledger outlining all disapprovals, balances, and reason. You can also access this screen via Ledger, Ledger Analysis, and changing the sort reason to “All funding disapproved invoices”. Advance Disapproval Notice - Now in Reporting under Advance notice of age disapprovals

User Guide Downloads a copy of the Portal User Guide

User Guide – The Portal Help tab will open a new internet browser to the area of our website where the user guides tutorial videos and reference documents are located. https://www.scottishpacific.com/aquarius

Change Login Password Ability to change log-in password

Tip – Passwords expire every 60 Days, must be between 6-50 characters long, and can’t be re-used for the next 2 password changes. Triplicate characters cannot be accepted (i.e. Password111) but duplicates can be (i.e. Password11) Change Password - Under Administration. Only the Halo users can change passwords.

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Terminology in Aquarius

Definition

Advance Deduction Rate

Advance rate of your facility

Aged Disapproval

Invoices that have aged >90 days

Agreement Your facility – If you have a group of facilities – these will be listed for you to select which one you would like to view

Agreement Reference

Your client number

Agreement Summary

Summary of your facility

Assignments

Your invoice uploads

Borrowing Base

This is how your availability is calculated

Client Balance

Difference between the sales ledger and the funds in use

Client Invoice

The GST Tax invoice if applicable to your facility

Credit Disapproved

Invoices will show with credit disapproved balances if the debtor is not covered by our Bad Debt Protection Product. This disapproval does not impact your availability

Credit note take on

Credit notes that have been transferred across from our previous system / or if you are a new client, your initial credit notes we upload

Credit Risk Fee

Bad Debt Protection Fee

Portal Comparison

Terminology

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Data Exchange Where you upload debtors and invoices

Debit adjustment - non treasury

This is an adjustment to offset an overpayment, either to be refunded to you (the client) or to clear off small balances as per your request

Debit adjustment treasury

Refund processed to the debtor

Debtor bank transfer

Debtor receipts that have been received. The total of this will be higher than actual receipts that have come in due to the undo in payment allocation function To get total receipts for the month - you will need to add the debtor bank transfer less the Undo In-payment allocation

Debtor maintenance

Where you can manually add new debtors one by one

Debtor Suspense

It is a suspense account that has been added to your facility for debtor payments to go into if the system can't auto allocate the payment to a debtor

Deductions

Summary of items that make up the balance owing to Scottish Pacific in the availability calculation

Discount

Monthly Interest Charge

Discount Fee

Accrued interest from the previous system

DSO

Days Sales Outstanding - this is how quickly your debtors are paying on average

File upload Where you can upload debtor details for new debtors Where you can upload invoice schedules for funding

FIU Migration debit balance Transfer of the balance owing on your facility from the previous system

Funds in Use Balance owing by your company to Scottish Pacific Group

Halo Client Portal

In Payments Monies received by Scottish Pacific Group from your debtors

Terminology

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In-payment Cheque

Debtor payment that has been received by cheque

In-payment details report This report provides you with the bank narration for the cash that has been received. You will note that cash that has gone into suspense will appear twice due to when we allocate it to a debtor account

Invoice Take on Invoices that have been transferred across from our previous system / or if you are a new client, your initial invoices we upload

Management Fee Facility Fee

Management Fee Tax GST Fee on the Facility fee

Migration GST Accrued GST from your previous portal up to the date of migration

Out Payments Monies paid by Scottish Pacific Group to your business

Out payment Advice Letter Letter confirming drawdown amount processed to your account

Portal Help Resources This directs you to the area of our website where the user guides tutorial videos and reference documents are located.

Report templates System will allow you to create your own report

Retention on Approved Funding This figure represents the difference between your advance rate ie 80% and 100% of the approved debtors ledger

Schedule Acknowledgement Provides you with a summary of invoices that have been uploaded. Report will also show the fees that have been processed against the batch. Please note that our system charges the fee against each invoice

Schedule Entry Where you can manually enter invoices to create an invoice batch for uploading

Service Fee Facility fee

Terminology

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Snapshot

Shows you a summary and graph of items mainly of your debtors ledger transactions

Statistics Shows you a summary of the movement of items throughout your facility broken down into periods of up to 12 months

Term Disapproval Debtors invoices outside payment terms

Undo In-payment allocation This is the adjustment that we do to reverse the cash from the debtor account that it has gone to incorrectly

Terminology Quick Reference

Terminology

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Code

Meaning

CC Credit Card Payment

CNT Credit note from take on

CRA Sales Ledger Credit adjustment

CRN Credit Note

CSR In payment debtor refund

DAC Debit Adjustment Treasury - adjustment used to adjust a payment ransferred from previous system

DAN Sales ledger Debit Adjustment Non-Treasury

INV Invoice

IPT In payment Transfer - cash transferred from previous system

IPY In Payment – Debtor Payment

ITK Invoice from take on

RDI Reassign Debit item

RVC Reverse Cash

UIP Undo In Payment Allocation

XIP Transfer In payment

Report Codes

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Refer information about Bad Debt Protection (BDP) on page 4 of this guide

To apply for a new or increased BDP Limit, complete the table below and send completed document through to baddebtprotection@scottishpacific.com. Please note that there is a $140 application fee for each approved debtor limit application.

BDP Limit Application

Client Name

Debtor Name

ABN/ACN (to be provided by the

client)

Limit Sought

Terms of Trade

Are there any amounts in 90 days? IF SO YOU CANNOT APPLY ON THIS

DEBTOR

Estimated Total Annual Turnover

for protected debtor

Is any other information relevant?

Do you need to increase concentration

on this account or the purchase price

etc? Is there anything else we should

know about this debtor?

When an email is sent to Bad Debt Protection it will be actioned within 24 hours of receipt. We will advise that we have received your email and action your request. Subsequent emails will be sent when limits are approved etc.

Appendix 1 – Bad Debt Protection