Objective and Scope

This report aims to be an enforcement towards more effective control measures, regarding bank data.

Definitions

Fields existing in the Report:

The Board

The White Board contains:

• the Freshdesk tickets volume;
• the tickets ageing;
• the volumes of the tasks (per day)
  • Vendor Workflow Request, 
  • Webcycles 
  • AP Monitoring / Pre-Monitoring
• The SLA and Quality indicators;
• Watch point;
• Improvement ideas and the list of Incidences;
• the distribution of the Data Controllers by tasks.

ata extraction

1. Visual Management

The information is inserted in a Google sheet with the current date (Automation). This file is created and left empty by the last person responsible by this task (from the last week) with the name "yearmonthday - PENDING VOLUMES - Data Operations". The data in the name is from the first day of the week. 

Every day it is added a new information. 

1st step: enter the sheet and go to the tab Freshdesk:

• • The data is extracted from the Freshdesk and the filters are:
    • Groups: PtP D&A EMEA, PtP D&A SRM, D&A Web Contribution
    • Created: Any time;
    • Status: All unresolved.
  • Using the filter you will extract the information clicking in Export:
    • Export as: CSV;
    • Filter tickets by: Pick time range - 01.01.2014 until 01.01.2022;
    • Tickets fields:  Ticket ID, Status, Agent, Created Time , Resolved Time, Last update time, Priority, Type, Group, Initial response time, PtP-Process, PtP- Subprocess, PtP-Category;
    • Export.
  • The operator will received an email with the file:
    • Select the column A and pass the Text to Columns (Delimiters - Comma);
    • Select the columns G to J and format to Short Date;
    • Copy from the column A to the M;
    • Paste special values.
  • Copy the formulas (from the N2 to V2) to all the lines.
  • In the column W it will be the current day.

2nd step: go to the tab VWF:

• • Go to the Google Drive to the last VWF monitoring sheet:
    • Copy the file to the Drive H (for windows 10 users the file needs to be copied to the personal documents);
    • Open a SAP window in the system PF1_050;
    • Click in the file "MasterFile-VwF_Daily_Monitoring_CAT";
    • Correct the data to the last current day;
    • RUN the file; 
    • Click in the file "RawData";
    • Copy from the column B6 to AH6;
    • Paste special values.
  • Copy the formulas (from the AH2 to AJ2) to all the lines.
  • In the column AK it will be the current day.

NOTE: To retrieve the VWF list manually you need to go to the transaction Z1S_CODIF (PF1_050). The options are:

• List Selection: Vendor requests and Delay of Request processing
• Data Selection from the log of the change: Delay from this status: 
  
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3rd step: go to the tab Workcycles:

• • Go to the transaction /COCKPIT/1 to see the webcycles from PF1_020 and WP1_400 (processor SBS.DA-VEN);
  • Insert the values in the file in the cell D2 amend the information to the current day.

4th step: go to the tab AP Monitoring:

• • Go to the transaction Z3F_FA_OI_MONITOR to see the lines from PF1_020 and WP1_400 (agents and vendors);
  • Insert the values in the file in the cell D2 amend the information to the current day.

In the tab VENDORS you are now able to retrieved the values to fill the White Board.

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5th step: fill the physical board:

• The tickets volumes is retrieved from the tab Freshdesk with the filters:
  • Group: PtP D&A EMEA;
  • PtP: Process Data & Analysis;
  • PTP-Subprocess: Vendor Master Data, Support and User Support;
    
  • Column W: current date.
• The name of the Data Controllers is retrieved from the task file.

2. VWF Daily Monitoring

During the extraction of the data to the main file it is extracted a specific file of the Vendor Workflow Requests. This file must be saved in the drive H (for windows 10 users the file needs to be copied to the personal documents).

This file shows the workflow pending for more than 3 days. The Data Controller must send reminders for those who have a pending action (doing a prior analyse to the request in order to detect inconsistencies):

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The lines with 0 in the column Q do not need to be analysed when indicated a ticket number in the column R.

1st step: Group the names to send only one email/note per person.

• • If it is with the Requester or the Panel Manager email must be sent using the Freshdesk (confirm if the workflow status is still the same): 
    • The template is - "VWF Monitoring PtP DA EMEA Outbound email";
    • To - requester or the Panel Manager email;
    • Subject - change the date and the name;
    • Description - change the name

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2nd step: Insert 1 in the column Q and the ticket number in the column R.

• • Leave the ticket in the Data queue with the status Need of More Information

When the request is with the supplier instead an email it is created a Freshdesk ticket. The template is in this case "VWF Monitoring PtP DA EMEA ticket HD" and the ticket is passed to the Provisioning team.

They will contact the supplier to provide support.

In the end of the file SAVE it and add a copy to the Google Drive.

NOTE 1: All the information in the tab Communication Area of the Workflow must be checked. If the return of the workflow is definitive (case of obsolete vendor) the request can be aborted. No ticket need to be created.

NOTE 2: In the end of the week an analysis must be performed to all the file tickets.

NOTE 3: The follow up of the tickets by Data Operations (emails sent to Requesters or Panel Managers) is performed every 3 days. After if no success the request is transferred to Data and a third follow up is performed sending an email with N+1 in copy explaining the seriousness of the situation. Regarding the workflows pending with the supplier, the Provisioning team will perform the outbound (with 1 a day range).

3. SLA

Columns

Description

Vendor Country

Country Origin of Vendor

User

User that performed the change. WF-BATCH is shown if approval is automatic.

Vendor number

Number of vendor

Name

Vendor's name

Bank country

Country Origin of Bank Account

Bank key

Bank Key

Account number

Bank Account Number

Change type

Type of Change: I (Insert), E (delete), U (update)

Date

Date Processed

WK Req. 1

Request Number

WK user

Requester User name

DIA Validator

PM Validator User ID

Data controller

Data Operator User ID

Valid Document

Editable - existence of document (to be classified as Ok / Not Ok / - )

VAT Checked

Editable - VAT matches or not or doesn't apply ( Ok / Not Ok / - )

Duplicate Bank Account

Editable - Bank details duplication's found ( Ok /Not Ok/ - )

CC Confirmed

Editable - Correct/incorrect/nonexistent confirmation of the bank details ( Ok / Not Ok / - )

Bank Details Checked

Editable - Bank details correctly inserted according to all existing data ( Ok / Not Ok / - )

Comments

Editable - If bank details were correctly/incorrectly updated ( Ok / Not Ok / other comments)

Verified By

Editable - ID of the person who checked the update

TL Comments

Editable - Same as in comments but inserted by TL/person in which TL delegated

TL ID

Editable - TL ID

File extraction

Manual extraction - Transaction ZZR_LIST_CHG_BANK_VC

In SAP system PF1_050, the Data Controller should enter the transaction ZZR_LIST_CHG_BANK_VC:

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Once inside the transaction, select the time period in the fields 'From date' and 'Date until' (e.g. 12.08.2008). Also, as the reports concern Vendors' modifications, tick the options:

Finally, choose the path where the the vendors download file should be placed. The name of the file should be ‘Report Bank changes VwF XX.XX.XXXX.xls’ (where XX.XX.XXXX is the date selected).

Click on execute Image Removed .

The following list appears.

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With the presentation of this list in SAP, it implies that the list has been downloaded into the Excel file mentioned above, thus the file can be opened for formatting and analysis.

Open the program Excel, and on the file tab choose ‘Open’. Double click on the excel files created. The following window should appear:

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Click on ‘Next’. Now choose ‘[none]’ in the ‘Text Qualifier’. Click on ‘Next’.

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The fields ‘Bank key’, ‘Account Number’, ‘Control key’ and ‘Bank type’, should all be classified as Text:

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Afterwards, click on ‘Finish’.

Before formatting the cells of the file, delete the columns with titles from 'WK Req 2' to 'WK Req 9'and insert columns "Valid Documents", "VAT Checked", "Duplicate Bank Accounts", "CC Confirmed", "Bank Details Checked", "Comments", "Validated By", "TL Comments" and "TL ID". 

When formatting the excel file, the following should be done:

• All the cells should be centered;
• The titles should be in 'Bold' with a Fill Color of orange;
• The titles should have an Auto filter

Select the entire column ‘Account Number’ and format the cell to ‘numbers’ (without decimal places). After this, create a copy of the worksheet and place it in last on the worksheet tabs. Also rename both worksheets:

• The first should be re-named to “RepBank changesVwFXX.XX(D&A)” [where XX.XX is the date of the retrieval selected];
• The second worksheet should be re-named to “RepBank changesVwFXX.XX (Others)” [where XX.XX is the date of the retrival selected] and it will concern all the other modifications processed outside the D&A EMEA team (manually done by other users).

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Inside the first worksheet, on the ‘User’ column, filter in order only to appear the WF-BATCH user (when EMEA country scope) and all the users ids from D&A EMEA team.

Inside the second worksheet, on the ‘User’ column, filter in order to appear all the users not from D&A EMEA team and the WF-BATCH user (when APAC, NAM and LAM country scope). 

In the end add a third tab named "Definitions", with this data:

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The file needs to be uploaded in the Google drive.

Then, split file by Data Controller number to be sent to a different data controller for verification. Data Controller cannot verify changes made by himself, both for manual updates and WF.

Automation Report Bank Changes

This chapter shows how to create the Daily report of bank changes file automatically (file with Macro).

Go to Google drive and download to your computer the folder "Automation". 

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Inside the automation folder you need to open the "Master File_Cat", it's the file with Macro who will generate the report:

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Once inside the file, ALWAYS press "Enable Content" (Warning in yellow on the top).

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Now you only need to update:

• the date (previous day);
• and choose the team members at the office. The ones in the office insert "yes" and the ones out of office leave empty.

Note: Ensure that the date is correct before generate the report.

When all the updates are done, press "RUN".

This will generate two files inside the folder "Reports" (One for Vendors Team and another one for Customers):

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• Report Bank Changes VwF_21_08_2019
• Report Bank Changes CwF_21_08_2019

After the files creation, check if the formatting is OK and then save them here in Google Drive.

At the end, send an e-mail to the Team with the Report Bank changes of the day:

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Report Controls

Note: The analysis made only concerns the WB-BATCH or "(D&A)" sheet.

Note: Controls described in this section, must be executed by an user different from the user responsible to perform the actions described in the following section.

Controller check

• Valid Document

A Bank account inserted through a Vendor Workflow Request do not need a confirmation document. Nevertheless when it is handled through a Freshdesk ticket it is mandatory.

The document needs to confirm the suppliers Name, Address, VAT ID and bank account (example: an invoice).

• VAT ID checked

The VAT ID must be checked when a document is provided. It can also be confirmed on a suppliers email.

• Duplicate Bank Account

Check if bank details are duplicated using SQ00 transaction (Query areas - standard area; User group - GAC Data Management; Query name - ZZ-VEN-BNK-ACC).

Note: vendors from the same group can have the same bank account.

• CC Confirmation

When based on a Freshdesk ticket a bank data update needs to confirmed by the HelpDesk colleagues. They perform the outbound and confirm the data directly with the supplier using valid contacts (available in the vendors master data or on a official website from the company).

The HelpDesk team outbound can be performed up to 3 times. In case of a telephone outbound the name of the person contacted must appear on the ticket.

Note: The Helpdesk cannot send bank details to the supplier. This action will invalidate the confirmation.

• Bank details checked

Entering a system bank account follows certain rules. In this column it is needed to check the format whether the account format you entered complies with the rules (EMEA - Vendors BANK DATA).

• Comments

The final conclusion is inserted here. If the bank details were correctly or incorrectly updated it is inserted OK or NOT OK with a comment if necessary.

A NOT OK is always analysed between the user responsible for the introduction and the control user. In case of doubts the Team Leader is called to clarify the procedures.

When inserted a NOT OK an email needs to be sent to the TL explaining the situation.

• Verified By

In this column the user id of the controller will be inserted.

Particular situations

Bankruptcy

The bankruptcy cases are presented by the CC Legal. 

Please consult the procedure EMEA - VENDORS Bank data maintenance for more information.

Correction of a Bank Key

Letters or e-mails received from our bank, informing us about a change of a bank key account belonging to a vendor, are sufficient proofs to proceed with the change without additional controls. The proof should be attached in the request.

Please consult the procedure EMEA - VENDORS Bank data maintenance for more information.

Intragroup

The bank details must be preceded by the approval of the CAM (Company Accounting Manager). The list of CAMs can be found in the GAR companies list. 

Some bank accounts can also be confirmed in the SOLIA portal - CICC bank accounts Customers & Vendors.

Miscellaneous vendors

The vendors classified as ZZCD (miscellaneous creditors) have different bank update flows depending on the type of vendor.

• Associations, Donations, Quotations, Compensations the bank data confirmation follows the roles of a standard vendor (3 outbounds);
• Governmental, Institutions or similar:
  • needs to be confirmed by the CAM when provided by the supplier;
  • when requested by SOLVAY users and the invoice (or any other document) is provided it is updated without confirmation.

Please consult the procedure EMEA - VENDORS Bank data maintenance for more information.

New outbound procedure

Situations where it is not possible to confirm the bank account directly with the supplier and after all attempts have been made Data Operations Vendors Team can proceed with the bank data update if available in the invoice image.

Please consult the procedure EMEA - VENDORS Bank data maintenance for more information.

Re-introduction

Bank accounts removed as a consequence of a data cleaning can be re-introduced when there is a request stating that this account is still valid.

Rusvinyl

All bank details updates requested by Rusvinyl users do not need outbound. (All countries)

Shipping / Chartering

Chartering and Shipping suppliers can be identified on the field Search Term 2 (CH, SH).

The bank data update of this vendors is considered urgent and must be preceded by the approval of a Logistic Manager (Contact Center outbound is not applicable).

Please see procedure EMEA - VENDORS Bank data maintenance

Useful information

• Outbound flow:

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Since July 2019, all of the data is being retrieved and calculated from Qlikview - Data Operations Dashboard  | 2020