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Tasks to be completed when documenting an operation (from creation to publication)
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Responsibility area: Financial AccountingN/A |
Table of contents
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Scopefinancial_accounting country_accounting service_invoicing ERP Frequency
References
Forms
Attachments8. Add the link to attachments or external links0270_PSR MONTHLY INVOICING_TEMPLATE_UPDATE 10.2021 AttachmentsPrevious OP <<
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1. Objective and Scope
1.1. Objective of this Operation
The objective of this Operating procedure document is to explain how the PSR procedure works and understand its flowsthe main concepts behind the Residual Sodium Chemicals (RSC/PSR) invoicing.
We need to invoice the PSR treatment and transport in the 1st day of the month. This process has to be completed until 12H Italian time because the majority of the customers are public institutions owned by the state, very burocratic and they need to receive the invoice for verification and payment early in the month.
Known in italian as "PSR - Prodotti Sodici Residui" this procedure exists to ensure a good understanding of the different contracts and how to calculate the amounts to be invoiced every month end.
NOTE: This contains confidential information and we should not disclose any information or working files to the costumers.
1.2. Scope
The objective of this Operating procedure (OP) This procedure applies to Italian company 0270 Solvay Chimica Italia. Deadline every D1 until 11H PT time.
2. Definitions
See Finance Glossary:
PSR - Prodotti Sodici Residui in italian.
RSC - Residual Sodium Chemicals in English.
3. Tasks description
3.1. Responsibilities
- Local team > Luca Pelagatti / Marco Sardi / Luca del Rio responsible for the sharing of the contracts and the activity of the month to be invoiced.
- Accounting Platform > Will perform the analysis, update and calculation of the monthly invoicing.
- SU FAC Interco > Will perform the invoicing whenever necessary ensuring all master data creation, share it with the customer and submit the electronic invoice.
3.2. I understand what is PSR treatment and transport Invoicing
"Solval® operates the first recycling plant for RSCs from waste-to-energy facilities. The facility is in Rosignano and near Solvay’s legacy soda ash plant in Italy, which uses the purified brine produced by Solval as raw material to produce soda ash."
For more information about this market access the following link: https://www.solvairsolutions.com/en/who-we-are/services/recycling-services
This plant is part of SOLVAY CHIMICA and SOLVAL is responsible to treat and transport the waste on site for which we charge a fee to the costumers for the service and has two production lines:
One more general where the residues are treated for customers:
2.
3. Tasks description
END OF THE MONTH
At the end of the month on D+1 in the morning we receive the figures from the transport and the type of transport that can change also, from Luca del Rio and Marco Sardi as the file bellow:
SETTENTRIONALLE 2018
PIGLIACELLI 2018
We have all the detail for the Invoices to be issued, we have to take in consideration the costumer name that correspond to the following:
T.R.M (Torino) - Number 420090 (TRM SPA TORINO)
Another line dedicated to a specific customer that has two plants but only one is active:
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We receive the deliveries of waste followed with a certificate, with all the information mandatory to the transport like delivery date and time, code, quantity and final destination and if there is an intermediate. Sometimes we are also intermediates. For each customer there is an agreement, these agreements are revised and re-negotiated not only when they expire but from time to time changes occur during the year that will be duly communicated. The contracts have different conditions and we need to pay attention to the different details (like is transport price, should we apply a discount, penalties, text to apply in the invoices...). You will find the resume in the following table: \\ITROSFS01\Groups\Solval\IMPIANTO\PSR DA FATTURARE X MESE\tabelle prezzi\ CONTRATTI_PSR_2012-21 Another important remark is about the transport, we have two types of transport, one where we just pick up the residues to the costumers and another combined when we use the same truck to deliver the final product and pick up the residues. The result is two different prices. You will find the resume in the file “Ripartizione costi Trasporto PSR” (look for the sheet with the most updated figures) \\ITROSFS01\Groups\Solval\IMPIANTO\PSR DA FATTURARE X MESE\tabelle prezzi\ Ripartizione costi Trasporto PSR How do you know the prices to apply in the monthly invoicing? You will receive from the plant this information, a resume file with activity of the month. In this case each "Formulario" represents one trip with reference to the treatment “1ª fascia” or “2ª fascia” and transport “Combinato” or Espresso”. To determine the Transport amount we need to multiply the number of trips, each "Formulario" by the price agreed with the costumer and present also in the virtual folder. There is one last step… As the plant has two main business, the residues business and the sale of sodium bicarbonate we split the price in two parts, one part is charged to the sodium bicarbonate business another part to SOLVAL business (you can take the example below: column K and L and with the sum of both we will obtain column H). This split is useful to reverse the benefit of this combined transport to the Solval Business every end of the month (reference TPT CARS).
File location: \\ITROSFS01\Groups\Solval\IMPIANTO\PSR DA FATTURARE X MESE\tabelle prezzi| Ripartizione costi Trasporto PSR - sheet Tabella Prezzi Gen2018 For this we need to calculate the contribution, for example, customer IREN – TRM Torino we have applied a price of 985,15 EUR for combined transport; for the sodium bicarbonate business we are charging 559,45 EUR (column K) and Solval is paying 425,67 EUR (column L). At the end of the month for each transport, the sodium bicarbonate business will give to Solval the difference between the normal transport of only “BICAR espresso” (column I) and BICAR combined price “BICAR Combinato” (column K). This difference is showed in the resume file sheet TRANSPORT where we already did the highlight of amount calculated - 183,15 for each delivery.
Whenever there is an update, a new sheet is add with the most recent calculations like below:
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To ensure you are fully autonomous and that you have access to all the information please see the documentation available in shared drive \\ITROSFS01\Groups\Solval\IMPIANTO:
Select folder PSR DA FATTURARE X MESE\tabelle prezzi and inside you will find two files “CONTRATTI_PSR_2012-21” with the detail about all contracts and “Ripartizione costi Trasporto PSR” with the detail about the transport.
Select folder Stima_PSR_Cake_Salamoia, then folder Linea 1 file “DR04-YYYY PI” and Linea 2 file “DR04-YYL2” to check all the details of the treatment/transport that occurred during the month for the two production lines;
Select folder Intermediazione PSR, then select file “Intermediazione” to see the details.
3.3. I prepare the invoicing
To facilitate the work and the calculations, we have compiled all the information in one single file that serves as the base for the invoices preparation.
It is compose by:
INSTRUCTIONS to support the checks and the invoices to be issued;
DATABASE composed by general information with the location of the files (main drive \\ITROSFS01\Groups\Solval\IMPIANTO) and the customer data.
IMPORTANT to follow the guidelines by costumer and should be updated whenever we are informed about any changes:
RESUME of the invoicing of the month (automated to have an overview of the invoicing of the month);
ZZF_POSTING_FILE with the posting template and specifications to post the invoices;
TRANSPORT (HIDDEN): Exact copy of the file with the prices to apply available \\ITROSFS01\Groups\Solval\IMPIANTO\PSR DA FATTURARE X MESE\tabelle prezzi\Ripartizione costi Trasporto PSR
PSR Contabilità: The information to be filled here is coming from Marco Sardi’s file sent on D1 early in the morning where we have the information about the form number (column formulario num.); the quantities (column KG) to be applied divided by 1000 and the type of treatment 1° fascia or 2° fascia (column % Insolubili).
To complement you have also available in a different file all the details about the transport. Select folder Stima_PSR_Cake_Salamoia, then folder Linea 1 file “DR04-YYYY PI” and Linea 2 file “DR04-YYL2” (in very specific cases you will have to check the information in this file to determine the price to apply in 2ª fascia).
PIGLIACELLI+VACCARI: Information received from Luca del Rio file sent on D1, use file named PIGLIACELLI and VACCARI with the number and type of transports that occurred in the month (to double check spelling in column E);
The "Formulario num." represents the
The "Formulario" represents the transportnumber which is associated to the transport and we also have the information about the
number of trips for instancetype of transport (Combinato is a 2 way trip
Expresso/ Espresso is only one way trip
,and the cost
are different as the previous agreement setup (changes every year).
4. How to prepare the Information
4.1 T.R.M Torino / IREN
We have a central file that serves as the base for the Invoices preparation:
In the top we have the treatment price charged which is yearly revised with our costumers upon a pre-signed contract, this information is availabe on the virtual folder:
\\ITRRS04\Groups\Solval\IMPIANTO\PSR DA FATTURARE X MESE\tabelle prezzi
So as you can see for T.R.M and IREN we have determined a fixed price of 141€ regardless the treatment done, and the Transport price is included in the treatment price, however it must be detailed in the Invoice separatelly.
So we need to multiply the amount of TON. (information to get in Marco Sardi's file) by the price.
To determine the Transport amount we need to multiply the number of trips, in this case each "Formulario" represents one trip by the price agreed with the costumer and present also in the virtual folder:
\\ITRRS04\Groups\Solval\IMPIANTO\PSR DA FATTURARE X MESE\tabelle prezzi
Finally when we issue the Invoice we need to be very carefull with the costumer payment therms and the texts to be presented
of each is different).
INTERMEDIAZIONE (HIDDEN): Exact copy of the file available in \\ITROSFS01\Groups\Solval\IMPIANTO\Intermediazione PSR;
One sheet for each customer taking in consideration the different specifications to apply for each costumer and the details to be included in the invoice: AMBIENTHESIS / A2A / CHIMET (Hidden) / HERA / ACSM AGAM / IREN / MARANGONI.
See example for AMBIENTHESIS:
3.4. I fill the central file
3.4.1. I fill the central file - Actions before D1
Before month end we must ensure that all relevant information has the most updated figures meaning that, we must ensure pricing to apply to each customer is according to the agreement in place as well as the transport price and the texts to apply in the invoice.
Every time the agreements are renew or changed, you will receive an alert from Luca Pelagatti. As you can see in the example below, there is always clear reference to the customer and what changes in the contracts, so you can go to the dedicated sheet of the customer and update it accordingly:
You may also receive a request to perform an additional credit note or invoice; something similar to:
or
As the template contains already the posting scheme for all possible cases and SUFAC INTERCO is always in the loop of Luca's requests, they are autonomous to perform these type of requests.
They are identified in the ZZ_POSTING_FILE sheet in red with "EXTRA-******", there is just the need to identify the customer, review the posting scheme (if we need to issue a credit note/invoice) to update the posting keys, add the amount/text indicated in Luca's message.
In case the invoice/credit note is not issued before month end, we should share with INTERCO team at D1 the template containing these details.
3.4.2. I fill the central file - Actions at D1
At D1 the source of information is:
- Marco Sardi send the “Nuovo File Solval Transporti PSR” email “Tabella arrivi PSR mese MMMM YYYY”;
- Luca del Rio send the "Vaccari"; “Pigliacelli” and “Pigliacelli Conto Dedicato” with the details of the transport;
- Luca Pelagatti is sending the “Certificates of Analysis” to be attached to the invoices issued. He is also the final validator before sending the invoices to the customers (by email and SdI (Italy Sistema di Interscambio) real-time e-invoices.).
Open the files:
1. "Nuovo File Solval Transporti PSR > Contabilitá" and copy to excel template sheet "PSR Contabilità";
2. "Vaccari" and copy to excel template sheet "PIGLIACELLI+VACCARI" only the resume table.
3. "Pigliacelli" and copy to excel template sheet "PIGLIACELLI+VACCARI" only the resume table.
3.4.2.1. I fill the central file - AMBIENTHESIS
Costumer AMBIENTHESIS invoicing is based on the current activity of the month. There is only a check to the total tons, if we reach the 1000 we should contact Luca to understand if new prices should be applied.
With all the prices updated, to perform the calculations of the activity of the month (treatment and transport) you should:
- Copy the formulario nr in column "DESCRIPTION - PSR Contabilità";
- Copy from file DR04-20YY PI row 10 the reference number associated to each formulario.
Once the information is complete, you will see that calculations are automatic (columns in grey) and you can double check to ensure correctness and on top, the accounting scheme is correct and the text to include in the invoice is complete with all the formularios and details required for the costumer invoicing.
These are important because they are the details you will copy to the posting file long text:
3.4.2.2. I fill the central file - A2A AMBIENTE - Milano / Bergamo and ACSM AGAM
Same methodology as explained for costumer AMBIENTHESIS although for this costumer there are additional conditions to confirm and invoice when applicable:
With all the prices updated, to perform the calculations of the activity of the month (treatment and transport) you should:
- Copy the formulario nr in column "DESCRIPTION - PSR Contabilità";
- Copy from file DR04-20YY PI row 10 the reference number associated to each formulario.
- Copy from file DR04-20YY PI row 16 the % associated to each formulario.
Once the information is complete, you will see that calculations are automatic (columns in grey) and you can double check to ensure correctness and on top, the accounting scheme is correct and the text to include in the invoice is complete with all the formularios and details required for the costumer invoicing. The text in the invoice has to be in conformity with the requirements indicated.
EXTRA PRICE - % Insoluble
A2A Group is composed by 3 production plants A2A Milano / A2A Bergamo and ACSM-AGAM Como. Every Production Plant has its own Insoluble Limit:
A2A Milano: 12%
A2A Bergamo: 17 %
ACSM-AGAM Como: 12%
In case the PSR in the truck exceeds the above-mentioned limits, a 5€/ton extra price will be charged for each % point (rounded down).
Take as e.g.:
Truck from Milano= 27,3 tons;
Insoluble = 14,6% (rounded down: 14%)
Price = 177€/ton + (5€/ton x (14-12)) = 187€/ton
Total for the Truck: 187€/ton x 27,3ton = 5.105,10 €
In practise you will find in "PSR Contabilitá" the reference to 2º FASCIA, afterwards we look into file "DR04-20YY PI" and look for the formulario nr and retrieve from the file the Insol H2O % (available in column 16 of the file).
Copy this amount to the excel file to support your calculations.
ESPRESSO Extra Cost
In case we have Espresso Transport a 160€ extra cost will be charged after the 1st 20 Espresso transports. This means that for A2A Group (in total, for all the 3 production plants), the first 20 Espressos during the contract year (1st Oct - 30th Sep) are for free.
In practise you will have to maintain a cumulated view of all transports "Espresso" of A2A and ACSM-AGAM that are shared every month and invoice the 21st Espresso that occur in the year.
The invoice has to contain the following text:
Forfait Trasporto Espresso
n° Formulario Prezzo
131155 160,00 €
131175 160,00 €
PARTIAL LOAD Penalty
The Partial Load Penalty is applied in addition to the normal price for the service in case of PSR load < 20ton. The penalty to apply is 30€/ton.
The penalty is calculated on the difference between the weigh of the PSR and the full load, i.e. 25ton.
Take the following as example:
In case we receive a truck with only 18 ton.
1) on the invoice we create a line for the service cost as usual: 18ton*177€/ton= 3.186€
2) in addition to that, on the invoice we create a further line for the Partial Load Penalty: (25ton-18ton)*30€/ton= 210€
The invoice has to contain the following text:
Indennizzo per carico parziale
DESCRIZIONE QT PREZZO IMPORTO
n°formulatio ton EUR/ton
131174 7,00 € 30,00 € 210,00
3.4.2.3. I fill the central file - HERAMBIENTE - Coriano/Ferrara/Modena/Forli
Same methodology as explained for costumer AMBIENTHESIS although for this costumer there are additional conditions to confirm and invoice when applicable:
EXTRA PRICE - % Insoluble
For each production plants Coriano/Ferrara//Modena and Forli we need to apply the Insoluble Limit of:
HERAMBIENTE Coriano: 5 %
HERAMBIENTE Ferrara/Modena/Forli: 12 %
In case the PSR in the truck exceeds the above-mentioned limits, a 3,5€/ton extra price will be charged for each % point.
3.4.2.4. I fill the central file - ACSM AGAM - Como
Same methodology as explained for costumer A2A AMBIENTE. Pay attention to the details as explained previously.
3.4.2.5. I fill the central file - TRM/IREN Group
Same methodology as explained for costumer A2A AMBIENTE. Pay attention to the details as explained:
PRICE to apply (transport included in price):
- for all the plants the price to apply for each treatment is 183€/ton.
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In case of TRM Torino exceeds 7500ton from Gen to Dec the price becomes 185€/ton for all the plants. The year after the price will be back at 183€/ton until TRM exceeds 7500ton again. In practice we maintain a table with historical information:
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ESPRESSO Extra Cost
For IREN Group (in total, for all the 3 Production Plants), the first 20 Espressos during the Year (1st Gen - 31st Dec) are for free.
We need to maintain the historical information and as soon as you reach the number of free Espressos we start charging this Extra cost:
Example 2021:
In case of Espresso Transport a 160€ extra cost will be charged in a dedicated line of the invoice.
The text has to be clear and contain:
Forfait Trasporto Espresso
n° Formulario Prezzo
131155 160,00 €
131175 160,00 €
Partial Load Penalty
The Partial Load Penalty is applied in addition to the normal price for the service in case of PSR load < 20ton. The penalty to apply is 30€/ton.
The penalty is calculated on the difference between the weigh of the PSR and the full load, i.e. 25ton.
Take the following as example:
In case we receive a truck with only 18 ton.
1) on the invoice we create a line for the service cost as usual: 18ton*183€/ton= 3294€
2) in addition to that, on the invoice we create a further line for the Partial Load Penalty: (25ton-18ton)*30€/ton= 210€
The invoice has to contain the following text:
Indennizzo per carico parziale
DESCRIZIONE QT PREZZO IMPORTO
n°formulatio ton EUR/ton
131174 7,00 € 30,00 € 210,00
3.4.2.6. I fill the central file - MARANGONI
Same methodology as explained for costumer A2A AMBIENTE.
3.4.2.7. I fill the central file - Final Checks
As soon as you finish to complete the data and confirm that the calculations are correct, validate on top of each sheet the details to be invoiced:
- Ensure that the text is complete with the additional costs to be invoiced. In case it is applicable the details have to be copied manually for the template.
- Total amount to be invoiced has to be equal to the amount calculated in column Amount:
- As soon as you finish go to sheet RESUME, there is a button there that you need to run and the texts will be automatically updated in the sheet ZZF_POSTING_FILE.
- Go to the ZZF_POSTING_FILE and check the field long text and edit it/delete what is not necessary/applied.
3.4.2.8. I fill the central file - RESUME
This last sheet contains the resume of all invoicing, quantity and amount as well as any spot invoice/ credit note we had to issue during the month.
- There are always two cost centers to be credited, XR46600001 and XR80TPTPSR. There is highlighted an automatic check that alert for possible issues with the cost centers and this should be zero. In case of some strange values we need to review the calculations;
- It will work as a reminder to check if additional invoices/credit notes requested during the month were issued (if yes, no need to add it in the template; if no, add in the template the details as explained in 3.4.1);
3.4.2.9. I share the information with SUFAC Interco
Send via ticket to SU FAC Interco the file. They will perform the invoicing whenever necessary ensuring all master data creation. They will also share it with the customer a copy of the invoice and submit the electronic invoice.
All details and information is also shared with the team but we can remind/alert and resend any information we consider important.
Take as example the following message:
Send to Rtr-interco Sbs <interco-sbs-rtr@support.solvay.com>
Subject: 00270 - PSR Invoicing MM.YYYY
After the invoices are issued you can list them by opening FBL5N with variant CUSTOMER PSR. To spot any issue during the invoicing steps, check if the total amount is the same as in "TOTALE FATTURAZIONE DEL PERIODO"; the only time you can find difference is when invoices/credit notes are issued during the month and not added in this file.
It is also advised to double check if the text in the invoice is what we need. In case of issues you can advise the team to perform the necessary corrections.
Luca Pelagatti will also review the invoices to ensure everything is correct and give you the confirmation to sent by SDI and by email to the customers.
End of document.
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