Overview

Bank Guarantees help reduce financial risk in high-value deals by ensuring a bank covers liabilities if obligations aren’t met. iVendNext makes it easy to create, track, and manage these Bank Guarantees. 

1. What is a Bank Guarantee?

A Bank Guarantee is a financial instrument provided by a bank or lending institution to ensure that a debtor’s liabilities will be met. If the debtor fails to fulfill their obligations (e.g., payment for goods or services), the bank steps in to cover the debt. Bank guarantees are commonly used in:

• Large Contracts: To ensure payment between large organizations and smaller suppliers.

• International Trade: To secure transactions between buyers and sellers in different countries.

• Project Financing: To guarantee performance or payment in construction or infrastructure projects.

Bank guarantees provide security to suppliers and help build trust between parties in high-value transactions.

2. Why are Bank Guarantees Important?

Bank guarantees are essential for several reasons:

1. Risk Mitigation: Protects suppliers from non-payment by buyers.

2. Trust Building: Builds trust between parties in high-value transactions.

3. Business Expansion: Enables businesses to take on larger projects or contracts by providing financial security.

4. Compliance: Ensures compliance with contractual obligations.

3. How to Create a Bank Guarantee in iVendNext

Creating a bank guarantee in iVendNext is a straightforward process. Follow these steps to set up a bank guarantee:

Step 1: Access the Bank Guarantee Section

1. Navigate to Home > Accounting > Banking and Payments > Bank Guarantee.

2. Click on New to create a new bank guarantee.

Step 2: Define the Bank Guarantee

1. Type: Select whether you are Receiving a bank guarantee from a customer or Providing it to a supplier.

2. Start Date: Set the start date of the bank guarantee.

3. Validity in Days: Enter the number of days the bank guarantee is valid.

4. Sales Order/Purchase Order: Select the relevant Sales Order or Purchase Order depending on the type of guarantee.

5. Customer/Supplier: The customer or supplier details will be fetched automatically based on the selected order.

6. Amount: The amount will also be fetched automatically based on the order.

7. Bank and Bank Account: Select the bank and bank account associated with the guarantee.

8. Bank Guarantee Number: Enter the bank guarantee number provided by the bank.

9. Beneficiary Name: Enter the name of the beneficiary (the party receiving the guarantee).

10. Save and Submit: Click Save and then Submit to finalize the bank guarantee.

4. Managing Bank Guarantees in iVendNext

Once a bank guarantee is created, it can be tracked and managed efficiently in iVendNext. Here’s how:

4.1 Tracking Bank Guarantees

• Navigate to the Bank Guarantee list to view all active and expired guarantees.

• Use filters to sort guarantees by type (received or provided), validity period, or customer/supplier.

4.2 Setting Email Alerts

• iVendNext allows you to set Email Alerts as the bank guarantee’s expiry date approaches.

• This ensures that you are reminded to retrieve the bank guarantee from the customer or renew it if necessary.

4.3 Expiry and Renewal

• Monitor the validity period of bank guarantees and take action before they expire.

• If a guarantee is nearing expiry, you can request a renewal from the bank or customer.

5. Additional Options When Creating a Bank Guarantee

iVendNext offers additional options to customize bank guarantees based on your business needs:

5.1 Margin Money

• Some banks require a percentage of the guarantee amount as Margin Money.

• Enter the margin money amount when creating the bank guarantee.

5.2 Charges Incurred

• Banks may charge handling fees for issuing guarantees.

• Record these charges in the Charges Incurred field.

5.3 Fixed Deposit Number

• If the bank requires a fixed deposit as collateral, enter the Fixed Deposit Number in the bank guarantee form.

6. Benefits of Using Bank Guarantees in iVendNext

Using bank guarantees in iVendNext offers several advantages:

1. Risk Management: Protects your business from financial losses due to non-payment.

2. Efficiency: Streamlines the process of creating and managing bank guarantees.

3. Transparency: Provides a clear record of all bank guarantees issued or received.

4. Automation: Reduces manual effort with automated tracking and email alerts.

7. Best Practices for Managing Bank Guarantees

Here’s a quick look at some of the best practices for managing Bank Guarantees.

• Monitor Expiry Dates: Regularly check the validity of bank guarantees and set reminders for renewal or retrieval.

• Maintain Records: Keep detailed records of all bank guarantees, including margin money and charges incurred.

• Communicate with Banks: Stay in touch with your bank to ensure timely issuance and renewal of guarantees.

• Use Email Alerts: Leverage iVendNext’s email alert feature to avoid missing critical deadlines.

8. Example Use Case: Providing a Bank Guarantee to a Supplier

Let’s walk through an example of providing a bank guarantee to a supplier:

1. Navigate to Home > Accounting > Banking and Payments > Bank Guarantee.

2. Click on New.

3. Select Providing as the type.

4. Set the Start Date and Validity in Days (e.g., 180 days).

5. Select the relevant Purchase Order.

6. The supplier and amount will be fetched automatically.

7. Select the Bank and Bank Account.

8. Enter the Bank Guarantee Number and Beneficiary Name.

9. Save and submit the bank guarantee.

Now, the supplier has the assurance that the bank will cover the payment if your business fails to meet its obligations.

9. Troubleshooting Common Issues

Here’s a quick look at some common issues you might run into.

• Bank Guarantee Not Showing in List: Ensure the guarantee is saved and submitted correctly.

• Incorrect Amount Fetched: Double-check the linked sales or purchase order.

• Expiry Alerts Not Working: Verify that email alerts are set up correctly in iVendNext.