Table of contents
Scope
ERP
References
Attachments
1. Objective and Scope
1.1 Objective of this Procedure
This SOP explains how to proceed in order to fill the table Z1S_EP_AGENTS in ERP, allowing the authorized persons to approve electronically the Payment Requests created using the workflow.
1.2 Scope
This SOP applies to the persons at SBS entity, Table of Approval team who is in charge of updating the table Z1S_EP_AGENTS within ERP
2. Main part
This section describes how fill each field of the table Z1S_EP_AGENTS within the ERP
2.1 Responsibility (who does what)
- The local Company Accounting Manager, who takes the "Elaborator" role, is responsible to send the List of Authorized Persons for Approval of Payment Requests to SBS BO via Freshdesk - PTP Portal
- The person who has the necessary power to delegate the authority of approving the payment requests and signs the List of Authorized Persons for Approval of Payment Request, hereafter is referred as CAM.
- Table of Approval team at SBS BO is responsible to update the table Z1S_EP_AGENTS according to the List of Authorized Person for Electronic Approval of Payment Requests received.
- It is mandatory that the Table of Approval team at SBS BO informs any change occurred in the table to the company's CAM who has signed the list and in addition, if necessary, to his or her representative, via e-mail.
- Yearly, Table of Approval Limits team at SBS BO is responsible to send an extract of the Approval Limit Lists to the Company Accouting Manager (CAM) in order to allow him to check if the lists are still valid.
2.2 Pre-requisite document
In order to update this table, it is mandatory to fill in the file "List of Authorized Persons for Electronic Approval of Payment Requests" available in the PTP Portal
The Freshdesk ticket can be created by the CAM itself or with is knowledge.
Verify sample example on following page, specially created for a good understanding of this process:
2.3 List of Authorized Persons for Electronic Approval of Payment Requests
The "List of Authorized Persons for Electronic Approval of Payment Requests" (.pdf file) must have the following fields completed:
- Date
- Country
- Currency (mandatory)
- SAP User (mandatory)
- Remark: When SBS BO receives the list, all the users must be already created. Is the responsibility of CAM to request the user creation in ERP before sending the list to Solvay SBS BO.
- Limits (mandatory)
Remark: If there is in the list a higher amount or the expression "unlimited", SBS BO will consider the amount of 50.000.000,00 as limit. - "Approved by" signature:
SBS BO will verify if the list has been signed by the CAM whose signature must be found under "Approved by" field. It must be cross checked against the board of CAM list officially published in the link List of Companies
The "List of Authorized Persons for Electronic Approval of Payment Requests" will be rejected if the mandatory fields are not correct filled in. An email will be sent to the requester explaining the reasons why it was rejected and requesting a new List.
2.4 Filling the Table of Approvals
The table Z1S_EP_AGENTS will be used by the ERP to allow the authorized persons to approve electronically the payments requests and vouchers sent to SBS BO using a workflow.
It is mandatory that all sites send a list of authorized persons and limits in order to allows SBS BO to up-date the table.
In order to fill the table, you shall proceed as following:
Once you have accessed the ERP, you shall go to the transaction "SM30".
Click in 
.
Then, the following screen will appear:
Then, digit the name of the table (Z1S_EP_AGENTS) in the field "Table/View".
Click on the button 
.
The following screen will appear:
Click on the button 
. The following screen will appear:
Now, based on the information given in the list sent by the local finance people, you shall fill the fields accordingly.
A sample following below:
Taking the sample list, you will see the first approvers (type 1) who can approve individually payments requests from 0,00 to 50.000,00.
So, you shall fill the field "Amount from" with 0,00 and the field "Amount to" with 50.000,00. The field "Currency" shall be filled with "EUR" for Euros. The field "Company" with the company code "0306".
For the "Approver" field, you shall fill with the ERP User code. For instance: "PT3376". For the field "Role" you shall select "Approver 1". And mark the field "Active".
Repeat the some process for the second approver.
Taking in consideration the third approver, he is also type 1 and can approve payments requests from 0,00 to 50.000,00. So, you can repeat the same procedure above. But, he can also approve as "Approver 2" amounts from 50.000,01 up to amount 1.000.000,00. In this case, you shall register one additional line, with the same characteristic, changing the role and the limit range.
Once you filled the table with all necessaries entries, click in "ENTER" in order to check the entries. If it appears any error message, correct it and click "ENTER" again. The final screen will be like below:
Then, click in 
.
Note that, if there are limits for different currencies, the procedure is exactly the same. You only need to follow the currency informed in the form, indicating this currency in the field "Curr…".
If the requester informed "XXX" in this field, it means that it will be used for all currencies. In this case, you shall fill the field with "XXX".
The field "Active" must be flagged in order to activate the access of the approver
At this time, you have to send an extract of the entered data to the CAM and if necessary, a nominated representative of the company, in order to be informed (see item 2.6 below).
2.5 Changing the Table Z1S_EP_AGENTS
The table Z1S_EP_AGENTS will be used by the ERP to allow the authorized persons to approve electronically the payments requests and vouchers sent to SBS BO using a workflow. Sometimes, it is necessary to change an authorization perfil or delete an authorized person or change the limits.
2.5.1 Deleting a person from the table
In order to delete a person from the table, you shall access the ERP and go the transaction SM30.
Click in 
The following screen will appear:
Digit the name of the table (Z1S_EP_AGENTS) in the “Table/View” field and click in “Enter Conditions” and click on the button 
.
The following screen will appear:
Click in the field “Company Code”.
Then, choose the company you want to delete an approver.
Click in 
Click in the left button that corresponds to the line you want to delete.
The line will be marked. Then, click on the button 
(Delete).
The message “Number of deleted entries: 1” will appear.
Then, click in 
.
The approver was deleted.
2.5.2 Modifying the data related to a specific person in the table
In order to modify a person from the table, you shall access the ERP/ and go the transaction SM30.
Click in .
The following screen will appear:
Digit the name of the table (Z1S_EP_AGENTS) in the “Table/View” field and click in “Enter Conditions” and click on the button .
The following screen will appear:
Click in the field “Company Code”.
Then, choose the company you want to change an approver.
Click in 
.
The following screen will appear:
Click in 
.
The only field that can be modified is the “Active”; This field cannot be modified in any situation.
Note that if you need to modify an approver limits, you shall delete the approver (see: 2.5.1. Deleting a person from the table) and enter the data again (see: 2.4. Filling the table Z1S_EP_AGENTS), considering the new limit.
2.6 Informing changes to the CAM
Once you have entered any data in the table for new companies that will use electronic approval though the workflow or you have made any change in the already existing table (under local financial persons request), you shall obtain an extract of the table for the concerning company and send it to the CAM and in addition, if necessary, a nominated representative, in order to allow him or her to be aware about the modifications made (as described in section 2.1).
You have to access the transaction SM30 again, enter the table name and click on the button “Enter Conditions”. Then, click in 
A small window will be opened, as following:
Click on the button “Company Code” and then in 
.
Digit the company code and click in .
A representative table for the chosen company will appear in the screen.
Then, click on the button 
. The following screen will appear.
Click on the button 
.
Then, mark the “HTML format” button and click on button.
Browse and chose the folder to archive the file.
Define the name of the file and don’t forget to mention “.html” format.
Then, click on the button 
.
The following message will appear:
After the update is done, an internal note will be added to the Ticket requesting to a different Team member than the executioner, to validate the update done.
As soon as the executioner receives the validation, an email will be sent to the requester (with the CAM in cc, if the CAM is not the original requester) with the following message:
"Dear Madam, Sir,
This is an automatic e-mail triggered by modifications in the approval policy on electronic payments for miscellaneous creditors.
The approval policy(ies) on the manual payments has been updated for your company(ies) AAAA, BBBB, CCCC according to the files received from your designated requester and approved by you.
Please find enclosed:
- The original lists submitted by the designated requester
- An extract of the SAP table in which the policy(ies) are described.
Thank you to inform of any dubious request upon receipt of this email. After 24 hours, we will consider that all requests were performed in accordance with the applied procedures.
Please feel free to contact us if further clarification is required."
2.7 Change Logs History
If you need to check all changes occurred in the records which had been done for certain period, you can do it using the transaction SM30.
You shall access the transaction SM30 again, enter the table’s name. The button “No restrictions” will come marked as default.
Then, click in 
.
The following screen will appear:
From menu "Utilities" choose the option “Change Logs”
Then, choose the period interval for which you want to see the changes and push button 
.
The system will generate a list with information about the time, the conditions changed and the user who has made the changes:
2.8 Archiving the Lists of Authorized Persons for Electronic Approval of Payment Requests Logs History
Archiving the Lists of Authorized Persons for Electronic Approval of Payment Requests received .
The Lists of Authorized Persons for Electronic Approval of Payment Requests received, are to be archived in Google Drive, in the following link:
This procedure will allow the lists to be visible for the persons of several processes inside SBS BO, with previously approved display accesses.
2.9 Sending the statement of the table to the CAM’s
It is important that regularly, the companies’ CAM is contacted in order to check the table of approvals for their companies if the approvers, limits or director him/herself are still up-to-date.
Yearly, for those companies which limits have been updated on the previous year, until the end of 1st quarter, for each of those companies, the Table of Approval team at SBS BO is responsible to send the statement of the table to the CAM in order to allow them to check if there is any modification to be done in the table.
2.10 Large Approver Table sites
An exception was introduced in this document, that applies only to sites with very large Approvers Tables (more than 75 approvers) due to size of the tables and the complexity involved to update the tables.
The CAM will provide SBS Table of Approvals Team a Delegation of Authority document, requiring only the CAM to sign in the “Approved by” field of the Lists of Authorized Persons for Electronic Approval of Payment Requests. The Delegation of Authority document must be archived in SBS Teamsite, Doc. Lib. External Authorizations.
When a modification or deletion to the Table of Approvers is necessary, to be made must be sent using the standard form. The entire list will not be required every time there is an addition or deletion to the list.
a) List and the AOdos CAM discrepancy: The CAM or Managing Director is contacted in order to confirm CAM name on the List
Semi-annually (March and September) SBS BO will provide the current statement of the table in SAP to the country to be reviewed and updated. This will allow incorporating into one signed document all the update that has taken place during the year. Any additional updates or changes can be done at that time to ensure the table remains current and a complete Lists of Authorized Persons for Electronic Approval of Payment Requests that matches what was inserted in SAP is returned to SBS for audit purposes.