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Documentary
Collection Flowchart
The documentary
collection flowchart below shows the seller sending the documents directly
to the buyer's bank for collection (known as "direct documentary
collection"). Alternatively, sellers may present the documents to
their own bank and request it to make presentation to the buyer's bank.
In either case, the exporter still enjoys the protection of URC 522. Before
the collection, the parties involved should negotiate and agree to terms
governing the release of the documents, either:
- D/P (documents
against payment) or
- D/A (documents
against acceptance When a drawee acknowledges in writing on the face
of the draft that the buyer will pay the draft at maturity.).
The flowchart
shows D/P terms.
- The seller
(principal) ships goods to the port or airport of the buyer (drawee)
and obtains shipping documents. Other documents are created or obtained.
- The seller
presents shipping documents to the buyer's bank (presenting bank or
collecting bank), authorizing it to release the documents against payment
of the draft. Note: Without prior approval, bills of lading must not
be consigned to the buyer's bank as this might entail expenses or obligations
that could be incurred in the event of non-payment by the buyer.
- The Collection
Form is then filled out completely. The documents and original form
are delivered directly to the collecting/presenting bank with only copies
of the form being sent to the seller's bank for recording and monitoring
the collection.
- The buyer's
bank receives the collection form and accompanying documents, records
the collection for monitoring purposes and sends a notice to the buyer,
giving them collection details and instructions.
- Upon receipt
of the collection notice, the buyer must decide whether to accept or
reject the collection terms. If the terms are not acceptable by the
buyer, notice should be communicated promptly. If the collection terms
are acceptable, the buyer remits payment to the presenting bank.
- Upon receipt
of payment from the buyer, collection records are adjusted to reflect
payment and instructions for payment to the seller's bank.
- Release
of documents to the buyer is initiated.
- Funds
are transferred to the seller's bank (remitting bank) by S.W.I.F.T.,
wire transfer or air mail, as instructed.
- The seller's
bank notes the payment, notifies the seller and credits the seller's
account.
The file
is then closed except for management reports. Note: Documents against
Acceptance (D/A) employs an additional step in which documents are released
and goods received due to an acceptance or promise to pay in the future.
The collection is still in force and monitored as an extra action until
final payment is received.
Edited
by Michael Dennis, author of "Credit and Collection Handbook"
available at the NACM
Bookstore.
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