Boleto's manual - Brazil

Table of contents 

1. Objective and Scope 

   The purpose of this document is to describe the flow to handle payments received through 'boletos' from Brazilian customers and how to apply it. The payments are received on Rhodia Poliamida and Rhodia Brazil 'boletos' bank accounts and the Accounts Receivable (AR) team matches those payments that could not be matched automatically by the system. This procedure describes also how to proceed with 'boletos' in cases you need to change or update information.

2. FEBA - How to process manually the "boletos"

The Accounts Receivable transactions available in the bank statement are identified according to an operation code sent by the bank's file. FEBA does not, for example, deal with transactions related to payments sent to suppliers (PtP).
The bank return file for boletos is imported into the system automatically. The system validates the information through the "Reference Key 3" field available in SAP and applies the payments in the respective documents.
The system can't apply automatically the payments when:

• It's not possible to identify the customer;
• It's not possible to identify which invoices were paid;
• There's a discrepancy between the amount paid and the invoice's amount.

These issues are available on SAP to be applied manually.

2.1 Boletos

On FEBA, fill in the criteria you need to execute the bank statement ( Company Code, Date, House Bank) and press F8 or .

The items that will need to be applied manually will be in red .

Usually the system doesn't apply automatically the payments received through "boletos" when there's a discrepancy, for example: short payment, payment of invoice that has already been canceled, credit note.

Identify though the file "Francesinha", the customer and the invoice.

"Francesinha" is a report that you can download on Internet Banking that shows you all the payments received through "boletos" on a specific day.

Example of "Francesinha" :

Select the item and press "Save" :

Fill in the customer's account:

Press "Enter".

In this particular case, there was only one open invoice and the system already pre-selected it. When there are more open invoices, you should select the ones that the payment should be applied to.

Note that the difference is in the amount of BRL 0,01.

Click on the tab "Res. Item" and select the reason code Z02 - Tolerance Incoming.

Click on "Document" and then "Simulate" to validate the information that will be processed:

It's important to check the posting date, document type, company code and the posting key of the accounts involved. In this example, it should be debited the Bank Account (50310104) and compensate the customer account.

If all the information is correct, the posting can be saved .

2.1.1 Reconciliation of "Boletos" Account

After reconciling the discrepancies on FEBA, you must reconciliate the amounts of account 50310104.

On SAP, use the transaction F-03

Fill in the Account, Company Code, Clearing Date, Period and Currency (This should be done to both companies: 7523 and 7580).

Click on "Process Open Items".

Select all the items (Select All + Activate Items). 

The final balance should be zero.

Click "Save".

Obs: There's a job that does the conciliation automatically every day, at noon and at late afternoon, including weekends. If on receipt of the "boletos" file on Fridays there is no divergence, the system will reconcile this account automatically on Saturday. Therefore, there won't be any pending postings left on Monday.

2.1.2 Second copy of "boleto"

Frequently the customers ask for a second copy of "boleto" through Freshdesk or phone call. There are two ways you can get a second copy: directly through the bank's website (on option "Boletos") ou through the Internet Banking access.

2.1.2.1 Itaú's website

Access the website www.itau.com.br/boletos

Click on option "2ª via do boleto", then click on "Próximo":

On the next screen, the website will ask you to insert a code so you can issue the second copy:

We use the following data to issue the boletos: Agency/ Beneficiary's code + Our Number (Ref Key 3).

Rhodia Poliamida: 2938095839112 + Ref Key 3

Rhodia Brasil: 2938095847112 + Ref Key 3

To obtain the reference key 3 code related to the invoice that the customer requested, you need to search for this information o SAP (WP1).

Access the customer's account through FBL5N and locate the invoice requested. For example: the customer requested boleto for invoice 320131.

To issue a second copy on Itaú's website, you must use the code from Rhodia Poliamida + ref key 3 of the invoice:

Rhodia Poliamida: 2938095839112 + 459224799 -> 2938095839112459224799

Insert this code on the blank field and click on "Próximo":

On the next screen, click on "Gerar boleto em pdf" and save the file to send to the customer.

2.1.2.2 Internet Banking

Acces the Itaú's website and insert the operator's code to access the Internet Banking.

www.itau.com.br

There're two accounts for "Boletos", one for Rhodia Poliamida and the other one for Rhodia Brazil. To issue a "boleto" from these companies, you should choose one of the options below:

After selecting the boleto's account, click on "Menu" → "Cobrança":

On "Boletos", click on option: "Outras Consultas".

On the next screen, click on "Individual":

Select the option "Carteira e Nosso Número".

"Carteira" is always: 112 and "Nosso Número" is the ref key 3 (this information you can find on customer's account on SAP).

Click on "Continuar" and on the next screen, click on "Emissão de 2ª via".

A "boleto" will be issued and you should click on "Gerar boleto em PDF". Save the file and send it to the customer.

2.1.3 Change of Boleto's Due Date

According to the global documentation of due date's modification, only the Credit Team can authorize this change.

The only way you can change the boleto's due date is through the Internet Banking access.

After you access the IB with your operator code, click on "Menu" and then select "Cobrança".

On option "Boletos", click on "Outras Consultas".

On the next screen, click on "Individual":

Select the option "Carteira e Nosso Número".

"Carteira" is always: 112 and "Nosso Número" is the ref key 3 (this information you can find on customer's account on SAP).

Click on "Continuar" and on the next screen, click on "Alteração de Dados".

Modify the due date according to Credit's request and click on "Enviar":

A PDF file will be generated, this file should be saved and sent to customer.

2.1.4 How to issue "boleto" with discount

In some cases, a credit note is issued and the customer can use it to apply to an open invoice. For example:

To issue a "boleto" with discount, you should access the Internet Banking.

On Boleto's account, click on "Cobrança" → "Alterar Dados de Boleto".

Carteira: 112

Nosso Número> Ref Key 3 (SAP)

Click on "Alterar" and then on "Enviar".

On field "Valor do Título", fill in the net amount (Invoice's amount - Credit Note's amount):

Obs: The amount ("Valor do Título") should be without dot, only comma.

Click on "Enviar" and on the next screen, click on "Emissão de Bloqueto Atualizado". Save the file and send the updated "boleto" to customer.

2.1.4.1 Compensating the Credit Note on SAP

After sending the updated "boleto" to customer, you need to compensate the Credit Note on SAP.

The transaction F-30 should be used on SAP WP1.

Doc. Date: Fill in with the invoice's doc date

Type: DZ

Company Code: 7523 or 7580

Posting Date: current date

Period: posting date's period

Currency/ Rate: BRL

Reference: Insert the Invoice's Reference (on SAP, it's column "Reference")

Doc. Header Text: Insert the Freshdesk's number, the ticket which you received the request

Click on "Choose Open Items"

Company Code: 7523 or 7580

Account: Customer's account

On "Additional Selections", select "Document Number":

Click on "Process Open Items" and fill in the "Document Number" of the Credit Note and the Invoice.

After filling these fields, click on "Process Open Items".

Select both documents and click on tab "Res. Items":

Double click on the Residual Items field next to the invoice, the system will automatically calculate the final balance.

Click on "Menu" → "Document" → "Simulate".

Double click the blue line:

On field "Text" , enter your initials, the credit note's document number, the CN's amount and the ticket's number (Freshedesk).

After completing this information, click "Save" 

After applying these documents, you have to create a dispute for this balance that is now available on customer's account.

Go to customer's account on FBL5N e locate the residual balance.

Double click on this document e click on 'Create Dispute Case":

Case Type: Z00C

Reason: C002 (Partial Payment)

Insert the following text:

“Prezados (as), bom dia!

Conforme o FD#XXX, o cliente solicitou a aplicação do crédito XXX (Nº do documento da NC) no valor de BRL XXX na nota fiscal XXX.

 Ainda resta um valor a pagar de:  XXX

 O boleto e/ou os dados foram enviados para o cliente.

Atenciosamente,

XXXX”

Click on "Save".

2.1.5 How to issue "boleto" with interests

2.1.5.1 How to update the "boleto" on Itaú's website

If a customer asks you to send an updated "boleto" because it has passed the due date, you should send a "boleto" with interests.

On Itaú's website , www.itau.com.br/boletos , it's possible to update the "boleto", but the new due date will be according to the current day. 

For example:

We received a request to update a "boleto" to today (23/11/2018), on the website, the new "boleto" that will be issued will have a due date of 23/11/2018 . 

If the customer needs more time to make the payment, the updated "boleto" should be issued manually according to item 2.1.5.2.

To issued the updated "boleto" on Itaú's website, you should use Rhodia Poliamida's code + the invoice's ref key 3:

Rhodia Poliamida: 2938095839112 + 459224799 -> 2938095839112459224799

Insert this code on the blank field and click on "Próximo".

On the following page, click on "Gerar boleto em pdf" and save the file to send it to the customer.

2.1.5.2 How to update the "boleto" manually on Internet Banking

In some situations, you will need to issue a "boleto" manually, as per example below:

• Today is 20/11/2018 and the customer's "boleto" expired on 14/11/2018, however there are cases that the customer will ask to extend the due date. In this example, the customer needs a "boleto" updated to day 22/11/2018. You will need to calculate the interests and update the amount and the due date on IB.
  To calculate the interests, the rate to be used is 10% per day (consecutive days).
  
  To issue a "boleto" with interests, access Itaú's Internet Banking (IB) and change the date according to the instruction below:
  On boleto's account, click on "Cobrança" → "Alterar Dados de Boleto".
  
  
• Carteira: 112
• Nosso Número: Ref Key 3 (SAP).
  
  
  Select "Alterar" and then click on "Enviar".
  On field "Valor do Título", fill in the net value (Invoice's amount + Interest Amount):
  On field "Data do Vencimento". fill in the new due date.
  After entering the new data, click on "Enviar" and on the next screen, click on "Emissão de Bloqueto Atualizado". Save the file and send it to the customer.
  
  Obs: To send updated "boletos" with interests, don't change the due date on SAP, just change it on the bank.

End of document.