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Disbursements Module

Table of Contents

(For issuers, admins, and disbursement users)

The Disbursements Module is where all payment-related transactions, such as Noteholder Payments, Invoice Payments, and Fee Notes, are stored and tracked. This module allows users to monitor the status of each payment through various processing tabs, which will be explained in detail within this documentation.

Access to the Disbursements Module is restricted to Admins, Issuers, and specifically assigned disbursement users, ensuring secure management of all payment processes.

Disbursement Users #

To become a Disbursement User, a formal request and confirmation from the issuer are required. The following details must be provided to grant access:

  • User Name & Email
  • Company Name
  • Required access (Noteholder, Invoices, Fee Notes)

Once approved, Disbursement Users will have access to the Disbursements Module and will be able to create and process new disbursement entries as needed.

Understanding the Disbursement Module #

Disbursement Module Tabs (Tracking Payments) #

The Disbursement Module for each payment type includes various tabs designed to track and monitor the current status of payments. These tabs provide detailed insights into the processing stages, helping users easily manage and understand the progress of each disbursement.

  1. “Pending Processing” – This tab shows all payments that are pending and have not been processed yet.
  2. “In Process” – This tab shows all payments that have been transacted but are still incomplete. This means that payment instructions have been sent to the bank and are awaiting to be paid.
  3. “Paid” – This tab shows all payments that have been successfully paid
  4. “Batches” – This tab will show an archive of payments that have been processed in a batch. All payments assigned to a batch will have a Batch ID indicated. By clicking into a batch, you can see all payments within that batch and download associated documents

Noteholder Disbursements #

Noteholder disbursements refer to all payments made to noteholders in relation to their investments. These payments can include interest payments, principal redemptions, coupon payments, enhanced interest, and additional returns.

These payments are automatically generated by the system when interest statements are issued or when an investment reaches maturity and requires redemption, ensuring timely and accurate disbursements to Investors.

Noteholder Disbursement Categories:

  1. Deed Principal Redemption = Principal Coupon & Redemption payments
  2. Enhancement Redemption Coupon = Enhancement Coupon payments
  3. Principal Redemption Coupon = Principal payments for Short-Term Notes
  4. Additional Returns = Additional payments made on the investment
  5. Enhanced Interest = Additional interest payments that are outside of the investment terms (offered as additional incentives)
Create a new manual noteholder disbursement entry #
  1. Click “New Entry”
  2. Enter in the fields:
    • “Payee ID” – This should be the Certificate ID for the investment you want to create a payment for. (once this is filled, other fields will autofill according to the investment data)
    • “Category” – This should be the type of payment, refer to the above for descriptions of each payment category.
    • “Amount” – This is the total amount to be paid for that entry
    • “Due Date” – This is the date the payment should be paid
    • “Set to manually paid” – Enable this toggle if the payment has already been completed, and enter the paid date that it was paid.
  3. Click “Add to List”

Important Note: Please note that Noteholder Payments will be automatically generated from the system according to the terms of the Investment. Manual Noteholder Payment entries should only be used on a special case basis.

Invoice Disbursements #

Invoice disbursements are manually created in response to upcoming invoices from the issuer. These disbursements can be entered into the system by the accounting and/or disbursement users and updated as needed to prepare for the payment of upcoming invoices, ensuring timely and accurate processing of all invoice-related transactions.

Create new invoice recipients #

When handling recurring invoices for the same parties, you can create a new invoice recipient in the system. This saves the recipient’s information, streamlining the process of creating new invoice entries and ensuring consistency for repeat transactions.

  1. Select “New Recipient”
  2. Enter the “Recipient ID” – This should be an abbreviated form of the Payee ID
  3. Enter the “Recipient Name” – This should be the name of the Payee
  4. Click “Create”
Create a new Invoice entry #
  1. Select “Add new entry”
  2. Enter in all details:
    • Select the “Recipient” from the dropdown
    • “Invoice/Ddown/Ref” – This is the invoice reference number (on the real invoice)
    • “Category” – This is a brief description of what the invoice entails
    • “Currency” – This is the currency the invoice will be paid in
    • “Amount” – This is the total amount to paid on the invoice
    • “Cost Centre Ledgre” – This is the unique ID of the payer
    • “Due Date” – This is the date the invoice should be paid
  3. “Set to manually paid” – This should only be enabled if the invoice was already paid prior to entering in the system. This will opt you to enter in the date the invoice was paid
  4. Upload the invoice submitted by your clients/partners for the real reference
  5. Click “Add to list” to add to the Invoice Disbursements module

Note: You may add more than one invoice at a time by clicking “Add Additional Entry”. This will open an additional panel to enter details for another invoice by repeating the steps above.

Fee Note Disbursements #

Fee note disbursements refer to agent fees that are generated once an investment goes live and automatically assigned to the agent of that investment. The amount and currency of the fee note are determined by the fee note agreement submitted during the investment package setup.