OF BANGLADESH BANK
PREPARED BY
A Factor means the financing body which will offer factoring to its client.
Accounts Receivable/Book Debt means the trade debt arising from sale of
goods/services by seller to buyer on credit.
Prepayment means advance payment made by the factor to the client (seller) up
to certain percentage of the invoice value (generally it varies from 75 to 85% of
invoice value).
Purchase Order means a document or form used by a buyer to issue order for
goods/services.
Invoice means a legal debt instrument which indicates the amount due from a
buyer to pay for delivered goods/services.
Dilution means if the payment received from the debtor against an invoice is
less than the value of the invoice for any of the following reasons:
Non Recourse means a type of factoring where the factor assumes complete
responsibility for collection of debt. If the debt is not collected due to the financial
inability of the buyer (and not arising out of trade dispute), the factor assumes the
loss or recovers from credit insurer. Non recourse factoring can be offered when
credit insurance market is developed.
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Recourse means the right of the factor to recover its dues from the seller (client)
in case the buyer does not pay to factor due to trade dispute or its financial
inability.
Discount Rate: the percentage rate of interest the factor charges on the pre-
payment amount. The discount rate should be based on cost of funds on one
hand and prevailing lending rate for competitive products (overdraft, etc) charged
by commercial banks/financial institutions on the other.
Factoring Charge: a price charged by the factor to the seller for providing
services for maintenance of sales ledger and collection of payment from the
buyer.
The factoring charge is generally 0.1% to 0.5% of the value of invoice factored.
Facility Set up Fee: this is a one time upfront fee charged by factor to seller to
set up the facility (processing charge for covering cost of outsourcing of audit, etc
and cost of maintaining liquidity for initial prepayment).This fee is optional and is
negotiable between factor and seller.
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INTRODUCTION
These guidelines are general in nature and each factoring organization need to
adopt it with or without modification as the case may be depending on their
specific work environment and work practices.
The guidelines have been organized into the following five sections:
2) Policy Guidelines
3) Procedural Guidelines
5) Pricing Guidelines
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1) DESCRIPTION OF PRODUCT “FACTORING “AND HOW IT WORKS
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Security / Collateral Driven Cash Flow and Portfolio Driven
Only Finance Finance and Value Added
Services(sales ledger management
and collection)
Limits Linked to Security/collateral Limits Linked to Growth
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2) POLICY GUIDELINES
The policy guidelines suggested in this section covering all functional aspects of
factoring are outline general principles to manage factoring business. Each
factoring organization needs to formulate its own specific policy guidelines for
factoring business based on a variety of factors, such as , prevailing financial
market condition, regulations in force from time to time, competition, business
strategy, corporate culture & values, etc.
Specific policy guidelines should be approved by the Board of Directors of the
factoring organization.
The factoring guidelines should provide the key foundation for marketing /
relationship managers to formulate their marketing plan and should include the
following:
Based on prevailing business and industrial climate, the guidelines should clearly
identify the trade / industry / service sectors that should constitute the factoring
portfolio. The factors should establish specific trade / industry / service sectors
exposure caps to avoid over concentration in any industry/service sector and
thereby diversify risks. Based on sectoral exposure caps , the management
should issue clear instructions from time to time of factor’s appetite for growth or
otherwise( for example, Textiles : maintain, Services: grow , Construction: shrink,
etc ). The sectoral exposure caps should be reviewed and adjusted, if necessary
based on changing business climate at regular intervals.
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• Discouraged Business Types
Factors should outline trades or services that are discouraged, such as,
perishable food items, software related services, business process outsourcing
(BPO), etc.
Further factoring should be discouraged for trades between group companies
and should be avoided when there is two way trade between parties.
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The result of these assessments should be documented by the relationship
manager and thereafter scrutinized and vetted by the credit department.
Chief Executive
Relationship/ Credit
Credit & Risk Internal
Marketing Administration
Management Audit
Management. Management
Relationship/Marketing Management
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• Give market feedback to Chief Executive and other departments
• Negotiates with the clients on facility parameters, such as pricing, debtor
limits, fund-in-use, etc.
Factor should clearly segregate the above functions as suggested above. The
purpose of segregation is to improve knowledge levels and expertise in each
function on one hand and avoid conflict of interest and diffused accountability on
the other.
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Resource and Treasury Department’s job will include mobilization of resources
on best terms, idle fund management, asset & liability management and advising
top management on cost of capital and product pricing.
Internal audit is very crucial for factoring business more so because factoring
involves handling and tracking of large number of invoices. Internal audit will
conduct independent inspection of credit approval reports, facility and security
documents, random invoice scrutiny, release of prepayment, recovery, etc so as
to ensure compliances of policy guidelines, operating procedures, regulations,
etc. Internal Audit will report to the Chief Executive /Audit Committee of the
Board.
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3) PROCEDURAL GUIDELINES
It is recommended that the factor could design an Application Form for its clients
which will enable the factor to capture in one shot all required information for
processing and thereby reduce the processing time. A specimen of factoring
facility “Application Form” is given in Appendix III
Performance Risk
Factoring is not recommended in respect of those debtors where there exist two
way trades with seller.
Besides audit of sales ledger, the factor should make independent trade
enquiries on the client and the debtor with their respective
suppliers/customers/dealers/distributors/trade bodies as appropriate.
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Based on above analysis, a Debt Collectibility Rating comprising debtor mix,
payment performance of debtors, length of relationship with debtors and level of
rejections/dilutions should be designed and adopted by each factor.
Each debtor needs to be evaluated from a credit & payment risk perspective
based on following:
a) Industry Competency
• Quality of management & experience
• Competitive position in the market
• Types of industry
It may be noted that the factor should also set a global exposure limit on each
debtor in respect of invoices raised and factored by various clients (suppliers).
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In factoring the credit risk of debtor is far more important than that of client as the
primary responsibility of payment to factor lies with debtor.
It may be noted that recourse to client (seller) should happen only as a last
resort. Normally non payment in respect of any invoice should be adjusted
against margins in other invoices as also against future invoices. It is
recommended that the factor should always explore to have more than one
debtor to spread risk as also adjust non payment of one debtor against invoices
of another debtor. A suitable clause for assignment of whole turnover (debtor
specific) and set off of dues amongst various debtors would reduce incidence of
recourse.
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of receipts, accounting procedures, penal interest , power of attorney ,
indemnity, events of defaults and remedies, etc.
Tying the debtor for direct payment to factor could be also in the form
of legal undertaking on stamp paper from debtor to this effect or
against bills of exchange/ co-accepted bills/inland letters of credit as
may be negotiated between the buyer and the factor.
After all documentation has been completed in all respects, the facility is ready
for utilization. The client will forward the assigned invoices, as and when they are
generated on dispatch of goods to the factor for prepayment. The notice of
assignment should bear the client’s stamp and should be signed by an
authorized signatory. The client would need to send copies of delivery challan
and VAT challan along with the invoices. The credit administration department
will scrutinize these documents for its accuracy of information and enforceability.
An indicative check list for scrutinizing an invoice is given in Appendix VIII.
Thereafter the prepayment will be made. It is recommended that the prepayment
cheque is drawn favoring the principal bank of the client as “XYZ Bank A/C
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Client”. The purpose of this is to keep the principal bank of the client aware of the
factoring facility being availed so that there is no double financing of the assigned
receivables.
Credit administration needs to keep track of each factored invoice for payment by
debtor on due date. A grace period of 15 to 21 days past due is given after
which it is recoursed against new invoices of same debtor or payment ( margin
portion) made by other debtors. Failing this, invoice based post dated cheque
collected from client at the time of prepayment may be enchased to recover
overdues. Overdues beyond the grace period would attract penal interest which
should be 2% over the document discount rate. Credit administration will
maintain debtor wise sales ledger of each client and sent monthly statement to
clients. In due course the client may be given online access to the sales ledger.
The factor usually takes the responsibility to maintain the sales ledger of the
clients in respect of debtors whose invoices are factored. The major
responsibilities in this regard are as follow:
• Persistent efforts are made to collect dues on due dates through personal
contacts, letters of reminders, telephone messages, etc.
• Maintain close liaison with client and debtors to resolve various trade
disputes that could arise from time to time.
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• Keep unallocated credits to a minimum.
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4) Risk Analysis and Mitigation
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5) Pricing Guidelines
The discount charge is fixed on the basis of cost of funds, pricing of competitive
products (overdraft, etc) and merit of each proposal.
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Appendix I
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Appendix III
The Manager
Name of the factoring Company
Address
Dear Sir,
Name of
Company
Type of Business
Processing Manufacturing Trading Services
Nature of Business / Products / Services
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Key Shareholder Information
Name Designation Shareholding% age Shareholding Amount
Financial Performance
Taka'000s
Parameter Previous Year Current Year Next Year
Audited/ (estimated) (projected)
Unaudited
Total Sales
Operating expenses
Interest
Depreciation
Profit After Tax
Bad Debts
Net Worth
Declaration
We declare that the above information is correct to the best of our knowledge and we have not wilfully withheld
any material information, adverse or otherwise, that may influence your decision.
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Authorized Signature & Stamp
Name
______________________
Designation
______________________
Date & Place
______________________
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Details of Buyers
To be filled in separately for each buyer
BUYER’S DETAILS
Name & Address Contact Person & Designation
N.B. Please note that in order for the factoring company to consider this
proposal, it is essential that the factoring company gets financial
information on the buyers to assess their credit worthiness. This
information may be available as published information in public domain or
obtained from Credit Information Bureau of Bangladesh Bank or other
sources.
In case this information is not available in respect of specific buyer(s), the
factoring organization may not be able to consider the factoring facility in
respect of those buyer(s).
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Appendix IV
Period of Relationship
Invoice to Cash Trail Tested for Last Twelve Months (In Percentage)
Note: Scoring for invoice to cash trail tested will not be considered for rating; it is
for information only. It is left to the judgment of the appraising officer to carry out
the number of test based on his assessment of client/debtor.
Aging of Debt (% of debt outstanding for more than 30 days past due date)
For Last Twelve months
% overdues Less than 5-10% 10- 15 % 15 -25% Above 25
5% %
Rating 1 2 3 4 5
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For example
The Overall Rating, on this basis works out to 2.5 (0.3 x 3 + 0.3 x 2 + 0.3 x 2 +
0.1 x 4). The Overall Rating Scale will range from 1 to 5 and can be classified as
follows:
1 to 2 Superior
2 to 3 Satisfactory
4 to 5 Not Acceptable
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Appendix V
Particulars Weightage
Sl. No.
1. Industry Competency 20%
• Management & Experience
• Competitive Position in Market
• Types of Industry ( Growing ,
Matured and Stagnating )
Total 100%
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Appendix VI
Date
Client Name
Address
Dear Sir(s)
Kind Attention; Mr. ---------
This has reference to your application for factoring facility. We are pleased to inform you
that our bank / FI have approved factoring facility to your company on the following
terms & conditions:
Discount Charges:
Factoring Charge:
Documentation:
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• Any other tangible security, if stipulated
You are requested to keep your charge holding working capital banker , if any,
advised about our facility and on our part, we will make all our prepayments to your
charge holding bank A/C yourselves.
Kindly return the enclosed duplicate copy of this letter duly signed by your authorized
signatories as a token your acceptance of the offer. This offers remains valid for
acceptance for 30 days from the date of receipt of the offer.
Thanking you
Authorized signatory
Accepted
Authorized Signatory
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Appendix VII
Date
Name of Factor
Address
Invoices:
We have not availed any pre-shipment loan against above invoice (s).
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Appendix VIII
Authorized signatory.
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