1. Table of content

2. Objective and Scope

The purpose of this document is to describe the valid reasons which AR team can accept as justification to change the due date of a sales document and what are the steps to do it in the SAP system.

This operating procedure (OP) applies to all sales documents.

3. Definitions

  • SBS: In the current document, "Solvay Business Services" will be replaced by its abbreviation "SBS".
  • AR: Accounts Receivable
  • DSO: Days Since Overdue
  • GBU: Global Business Unit
  • OP: Operating procedure
  • SSA: Solvay S.A.
  • 0231: Company code in PI1 system for Solvay S.A.

Scope

ERP

References

 

Attachments

4. Due date modification reasons

The due date modification is a critical process with potential impact in AR performance (Pastdues & DSO), possible detrimental of GBU action plans to improve DSO and Lack of Control. 

As so, there should be maximum restriction of due date modifications. The request should come from GBU, Collections and validated by CM:


AR team should check if the request is according to the reasons validated and with the necessary Documentation or Evidence:

Here also some examples of other reasons which are not valid to change the due date:



 

Warning

AR should only change the due date when it is validated by Credit Representative and Credit Representative is in charge to communicate the info to the WW GBU Credit Manager.

AR does not change the due date on D+4 and D+5 (frozen period) in order to avoid any impact on Credit Management reports.

If material document (>100K€) needs a change on D+4 or D+5, the WW GBU Credit Manager has to validate the change.

If a case is not compliant with the valid reasons it should be escalated to Aurelie Mazerot, Credit Management Service Unit Manager.

5. Due date modification in SAP

If the reason is valid, and the request has been validated by the respective Credit Management team, we should proceed with the due date modification as follows:

Note

The example given below is for invoices assigned to Solvay S.A.

STEP 1

Open transaction ZZF_AR_DOC_CHANGE in PI1 if the invoice is assigned to SSA, or the local ERP if the invoice is not assigned.

The fields should be filled in as below:

  • Company code
  • Customer

Press Execute .

In the next screen you can see the invoice open on account and several information for each document.

 

 

STEP 2

Select the document for which the due date has to be updated using the left side (highlight + red arrow).

In case there are more than one document to be modified with the same New Due Date, select all the lines to modify.

Press the  button.

STEP 3

The fields should be filled in as below:

  • New Due Date
  • Reason: Reason for the due date modification
  • Filename (optional)
  • Comments: Freshdesk ticket number
  • Requestor: Credit Manager who validated the request

Once the fields are filled in accordingly, press  to proceed with the modification.

A confirmation message at the bottom should appear: 

Whenever the Customer Service issues invoices at D+1 with doc. date <=D-1, in PI1 the invoice is posted at D+1, therefore even if we change the due date in PI1, in terms of reporting at end of month, BW will only retrieve the invoice in local system.


So, whenever changing the due dates, we should always check the document date field (ERP) and the posting date (PI1) especially in the closing period. If the these dates are in different months, we should analyse.

If the due dates are not aligned in both systems (for example, if the posting date is 1st February and document date is 31st January), we should analyse if the local clearing should be reset and due date changed. If this is the case and we need to reverse, please consider the following example (this should be performed always by a Specialist):



  • FBRA in clearing document, "Only resetting" (please be careful not to reset and reverse as you will "destroy" the DS document (payment from Solvay SA to local company)
  • Change the due date using ZZF_AR_DOC_CHANGE
  • Go to F-03 with misdirected payment g/l account (the reason of this is because as soon as the documents are assigned, there is a validation that doesn't able to clear the documents), change the Account type to D, insert the customer number and clear again the DS with the invoice


5. Reporting

A report is availabale in SAP in order to track the change of due date by documents:

Transaction: ZZF_AR_DOC_CHANGE 

Access transaction directly in the command bar

Display changes documents

 


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