1.Objective and Scope

1.1 Objective of this Procedure

The purpose of this document is to have a detailed procedure how to control the assignment of third party supplier payments and agents, which are sent for factoring process in PF1 and WP1 environments.

Also describes the roles and responsibilities of each Actor in this process. 

managed Business Partners that need to be created or updated and that are used inside IFRS16 Process

1.2 Scope

This operating procedure applies to all suppliers, customers, agents and miscellaneous creditors documents (invoices and credit notes) with factoring allowed (to be factored to CICC). regions and to WP1 and PF1 systems. Activity centralized in Lisbon Data Operation Team

2.Definitions

3.Roles & Responsibilities of each Actor

D&A is responsible to control all documents blocked in the Factoring Monitoring with the following error messages related to master data issues:

Customers / Agents

PSL Leasing Team for WP1 and PF1 entities; Luize Puskeire or Artis Pekna for Baan or PE1, are responsible to create a request to Lisbon Data Operation Team providing: Vendor Code, Company code and the ERP system impacted;

Lisbon Data Operation Team is responsible for validation the information provided, ensuring consistency of the same and to Create / Update the Business Partner linked with the Vendor

This control should be done in the morning and in both systems PF1 and WP1.

4.Procedure

4.1 Description of the SAP transaction

Factoring Monitoring daily report is used to analyse possible errors in factoring process and to insure that errors are corrected before assignment to PI1 system.

FLBPC1 - Create Business Partner from Vendor 

Transaction used to proceed with the Business Partner Creation 

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4.2 How to do

1º Step

Launch transaction Z3F_FA_OI_MONITOR - Factoring monitoring 

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Before launch please select:

• Vendors / Customers / Agents
• All remain fields don't need to be changed

2º Step

Click Image Removed and the following information will be generated:

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All new documents in Factoring Monitoring Tool are blocked with Payment block "Y", is an automatic payment block set by SAP System which is temporary and indicates that no action was taken on document. That means that document will remain blocked on the list until is treated.

Please be aware that all documents with flag on Urgent or VIP column have priority on documents treatment because they have a big impact in supplier satisfaction and in SBS image.

Same document can be blocked due to several block reason.

During analysis, there two possible scenarios:

• If everything is ok,  document is released and the payment block "Y" changes automatically to "D" (green light)
• If modification/update/correction is required, Payment block "Y" will change automatically to Payment block "X" (yellow light) and document will be blocked until block reason is solved. Payment block can also be inserted manually if we use Image Removed button depending on the actions taken that will be described further on in this document.
• Is also possible to create a variant with the companies and errors to be checked.

Create

1. Select vendor code

2. Click on « Create Business Partner »

3. According to Customizing, the BP will be

• • created and linked to the BP                  or an already existing BP will be displayed

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Note: There is a different customizing between PF1 and WP1 impacting the Business Partner Creation:

In PF1 the status for function related to Business Partner has been activated

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• Therefore in PF1 the BP has a validity start and end date, by default = creation date.

• The start date needs to be aligned to the starting date of the contract, otherwise an error message will be displayed

• This should be done via « BP » transaction, select the ZLESS role and update the start date to ‘01.01.1900’

• In WP1, those functions have not been activated, so no problem with validity dates.

Therefore for PF1 there is a need for a extra step:

• To update the Business Partner, run BP transaction code

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• Select BP number

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• Switch from display to change mode

• Click on the « Role detail » button

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• A pop-up appears

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• Update the validity date of your BP

• (put "01.01.1900" to cover all possible contract dates convenience)

• Save and quit

4.3 Description of the error messages

4.3.

1 PF1 Business Partner Validity Date

Description

• If you don’t update the BP, you may have the following error message when saving contract.

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Action

• Enter in transaction BP 

• Select BP number

• Switch from display to change mode

• Click on the « Role detail » button

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• A pop-up appears

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• Update the validity date of your BP

• (put "01.01.1900" to cover all possible contract dates convenience)

• Save and quit  

4.3.2 Usage of Miscellaneous Creditor Account

Description 

• Vendor account group not setup for BP Function, as Only Standard Vendor Accounts Group can be used
  
  

Action                 

• Replicate the vendor under proper Account Group (PF1_20 or WP1)

Description

• Vendor is blocked for factoring due to the payment block in the master data.
  

Action

• Check the payment block in the vendor master data.
• If there is a new supplier account that should be used instead of the blocked one.
• If exists any Freshdesk ticket with instructions to block vendor in factoring.
• If an alternative supplier cannot be found and supplier account is correct please unblock the account and select  Image Removed

• After selecting the button Release please add a simple explanation starting with "DA:"

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• If the supplier account is incorrect, use button Image Removed:

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An email will be sent to Freshdesk in order to request the correction.

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In the additional note insert all relevant information that should appear in Freshdesk Ticket.

4.3.2 Partner does not exist in the factoring company (General)

Description 

Action                 

• Check if there is a new supplier account that should be used instead of the one used.
• If an alternative supplier cannot be found and supplier account is correct please transfer the account to PI1 system. After done select Image Removed
• If the supplier account is incorrect, use Image Removed
• Afterwards send the document to Image Removed in order to remove the block "X" and allow Helpdesk Team to proceed with the correction

4.3.3

Vendor does not exist in the

Company Code

Description 

• The partner is not yet created in the factoring companyCompany Code. 

Action                 

• Please proceed with creation of the vendor in the factoring company code.After done select Image Removed
   

4.3.4

Vendor is blocked

or flagged for deletion at Company Level

Description 

• The partner is blocked for posting in the factoring company.of flagged for deletion at Company Code

Action                 

• Check if there is a new supplier account that should be used instead of the blocked one.If exists any Freshdesk Ticket with instructions to block vendor in factoring company.
• If an alternative supplier cannot be found and supplier account is correct please unblock the account and select Image Removed
• If the supplier account is incorrect, use button Image Removed
• Afterwards send the document to Image Removed in order to remove the block "X" and allow Helpdesk Team to proceed with the correction.

4.3.5 Partner is flagged for deletion in the factoring company

Description 

• The partner is flagged for deletion in the factoring company.
  

Action                 

• Check if the partner is flagged for deletion only in factoring company, please un-flagged in factoring company (PI1 system) and Image Removed
• If the partner is flagged for deletion also in PF1 or WP1 system, please confirm if there is a new supplier account that should be used instead.
• If supplier is correct please un-flagged supplier in PRS system and Image Removed
• If the supplier account is incorrect, use Image Removed
• Afterwards send the document to Image Removed in order to remove the block "X" and allow Helpdesk Team to proceed with the correction

4.3.6 Bank country with embargo

Description 

• There is an existing embargo on the country of the bank where the payment has to be done.
  

Action                 

• Create a ticket PtP helpdesk to check if the invoice can be paid on another bank account existing in the supplier master data.
• If document cannot be paid on another bank account existing on supplier master data, please contact legal department and request advice how to proceed

4.3.7 Document with factoring but no factoring in the master data

Description 

• The document has Factoring House bank but partner Master data has value “no factoring allowed”.
  

Action                 

• Please confirm is the supplier used is the correct one. If yes, please create a Freshdesk Ticket to PtP helpdesk to check if the documents can be factored or it will be paid locally.
• If supplier is to be factored, please insert FACT in house bank field.

4.3.8 No payment method defined in doc and in MD

Description 

• There is no payment method defined in document neither in supplier’s master data.
  

Action                 

• Please confirm if the supplier used is the correct one. If yes, accordingly with invoice information or any Freshdesk Ticket please insert the supplier’s master data with the correct payment method.
• Once supplier’s  master data is updated, release the document blocked in factoring monitoring tool selecting Image Removed
• Document will be blocked with X, select document line and Image Removed
  

Exceptions

» Direct Debit - Choose 5 and send to Local Payment

» BG - Payment Method is always 1

» Intercompany - See in PI1 if is paid by CICC

4.3.9 Vendor with more than 1 payment method

Description 

• Vendor has more than one payment method defined in master data.
• This error only appears for WP1 system. These vendors are supposed to have only one payment method.
  

Action                 

• Once supplier’s master data is updated, release the document blocked in factoring monitoring tool selecting Image Removed

• Document will be blocked with X, select document line and Image Removed

4.3.10 Partner not mapped

Description 

• The link between RCS partner and PRS partner is not working
  

Action                 

• Please confirm if the supplier used is the correct one. If yes, accordingly with invoice information please link with correct PRS supplier and select Image Removed
• If the supplier account is incorrect please create a freshdesk Ticket and request the correction Image Removed
• Afterwards send the document to Image Removed in order to remove the block "X" and allow Helpdesk Team to proceed with the correction.

4.3.11 Bank type missing

Description 

• No bank type defined in doc or in master data.
  

Action                 

• If supplier has bank details on master data and corresponds with the one on invoice image, please select Image Removed

• Document will be blocked with X, select document line and Image Removed
• In case of No bank details on vendor master data, create a Freshdesk Ticket using Image Removed

4.3.12 Partner bank type details not aligned between systems

Description 

• Bank details are not the same between systems
  

Action                 

• Check bank account in PRS and align with PF1 and WP1

• Document will be blocked with X, select document line and Image Removed
• In case of No bank details on vendor master data, create a Freshdesk Ticket using Image Removed

4.3.13 Discrepancies in trading partner between systems  

Description 

• Different Trading Partner between PRS and PF1/WP1
  

Action   

• Check the trading partner in PRS and align both systems             
• After done select Image Removed

4.3.14 Partner bank type doesn’t exist in WARP  

Description 

• Bank details selected while posting doesn’t exist in WARP / 0231

Action                 

• To review this message the following checks must be done:
• Confirm with invoice image or Freshdesk Ticket case and select Image Removed

• Document will be blocked with X, select document line and Image Removed

4.3.15 Company Code not mapped

Description 

• NO link between RCS company code with PRS system.       

Action                 

4.3.16 Alternative payee stored in company code view

Description 

• Vendor has alternative payee active at company view PI1
  

Action                 

• Go to PRS and delete the Alternative Payee
• After done select Image Removed

4.3.17 Check vendor master data payment block 

Description 

•    Vendor blocked for payment "A" in PF1 or WP1
  

Action         

• Confirm if any Freshdesk Ticket has been created with this request, if yes select Image Removed and inform Helpdesk Team

• or remove deletion flag on the account

4.3.5 No BP creation due to erroneous tax jurisdiction code

Description 

• Tax Jurisdiction Code cannot be determined

Action                 

• • correct tax jurisdiction code in vendor master

  • erase Tax Jurisdiction Code so that system calculate it again

  • correction of the postal codes of the assigned vendors which will update the field Tax Jurisdiction 

4.3.6  Tax number category XXY does not exist

Description 

• • tax entry was done in vendor master data for country XX and sequence field Y

  • e.g. past error in WP1 for vendor 4009936:

  • Tax number category CN2 does not exist

  • value ‘054’ had been put in field Tax Number 2 ( LFA1-STCD2 )

  • corresponding entry in tables V_TFKTAXNUMTYPE / V_TFKTAXNUMTYPEC was missing

Action                 

• • check, if tax number has been properly put in vendor master

  • if not, change vendor master accordingly (MDM team), e.g. for above case:  move all tax number to field tax number (LFA1-STENR)

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  • if settings are ok in vendor master, change settings in tables to open tax field 2 for Chinese vendors (CN2)  in tables V_TFKTAXNUMTYPE / V_TFKTAXNUMTYPEC, like e.g. for CN tax number 1 field:

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4.3.7 Message no. R1231 ‘Form of address D001 not designated for organizations’ for vendor 1003058383

Description 

• Vendor is created as a person (Herrn Bollhorst) while BP tries to create an organization (then conflict regarding address determination).

Action                 

• tip "organization" box in the following custo activity (SPRO> BP > BP > Basic Settings > Forms of Address):
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4.3.8 For some issues we can get more detailed error description via the post processing order transactions

Transactions

• • /SAPPO/PPO2  Edit Postprocessing Order

  • /SAPPO/PPO3  Display Postprocessing Order

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5.1 Vendors Account Groups Allowed

Allowed vendor account groups to create/link the BP in PF1

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Allowed vendor account groups to create/link the BP in WP1

• Z010  Standard Vendors

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