Objective and Scope

1.1. Objective of this Operation

This document describes details in detail how to perform the operations through Z1M_IT_ZITA transaction for creation of sales orders regarding goods leaving the warehouse.

"ZITA" was born from the necessity to apply a method homogeneous for all users, that SAP did not predicted to allow the follow in real time the handling of materials. 

In the plant it is useful to speed the registration of the operations, to check and the printing of the transport document that follows the materials with complete bound and unbound data based on SAP master data and helps to control data continuously and in real time using customizing and own database linked to standard modules MM / PM / FI / CO.  It was  also adopted to simplify accounting operations.

1.2. Scope

This procedure is only applicable for companies: 0270, 1083, 5916, 5894, 0345,5711 and 1425 company 0270 in Italy, in ERP Solvay (Chemicals and Plastics) environment PF1. 
Solutions mentioned here do not apply to other countries. 
To company 3459 (external Solvay) – only step one is applied.

(are the majority of these companies deactivated?) 1083, 5916, 5894, 0345,5711; 1425; 3459

2. Definitions

See Finance Glossary:

NA

3. Tasks description

3.1. Periodicity

This procedure must be done monthly on , staring D-2 collecting the proforma invoice numbers and D+1 by performing the necessary accounting operations.

3.2. Responsibilities

SBS Finance Operations Responsibilities:

• RTR Bo e (change RTR Bo) is Accounting Platform is responsible for the launching of the Z1M_IT_ZITA transaction (from step 3.3. and 3.4 of this procedure).

Fin site ResponsibilitiesPlant Responsibilities:

• Maintenance of the tables;

• Ensure the execution of step 3.5 of this procedure (this is because of some access/transaction limitations).

3.3. I

The procedure describes how a sales order is created after launching the Z1M_IT_ZITA transaction.

The Z1M_IT_ZITA transaction is to be applied in the following case:

1. Goods leaving the warehouse with a DDT ( Transport Document)
2. Goods leaving the warehouse with a DDT for free sampling and issuing of self-invoices
3. Goods leaving the warehouse with a DDT for order processing

3.3.1. I run the SAP transaction Z1M_IT_ZITA

The Z1M_IT_ZITA transaction is launched within the 1st working day of the month M+1.

After completing the transaction operation the following screen appears: 

Image Removed

Image Removed

Image Removed

Image Removed

Confirm by clicking Image Removed 

The following message will appear: 

Image Removed

3.3.1.1. I create the sales order for good leaving the warehouse with a DDT document

Select the type of DDT to execute: Vendite 

Image Removed

Image Removed

understand the principles of ZITA process

“ZITA” is organized based on the type of Operation, the main motive for the issue of the “DDT”, the Transport Document that is a document required by Italian law on the transport of goods, which in various cases has replaced a previous document called the "delivery note.

Every month there are documents issued for the sale of various materials (crushed stone, iron and steel scrap, grain, etc.) with specific conditions (transport, payment, price and expected quantity) and they are recorded under the heading "Sales Documents" .
Each document is assigned an annual progressive numbering.

It can be broken down into:

◆ Departures without Return (Transfers, Sending for disposal and scrapping, Returns for replacement, etc.);
◆ Exit with Return (C / Processing, Vision, Deposit and Use Loan);
◆ Free Sales and Transfers;
◆ Returns to Third Parties (from ENTRY documents from Third Parties in C / Processing, Vision, Deposit and Use Loan).

It includes the following functions:

◆ OUTPUTS
◆ RETURN
◆ REVENUE
◆ SALES DOCUMENTS
◆ ACCOUNTING SALES
◆ Customizing FUNCTIONS, User authorizations and Internal Numbering Management and Typographic (DDT or EICAM)
◆ REPORTING

Transaction Z1M_IT_ZITA presents the following screen:

Image Added

Our activity consists in checking and, if necessary, complete the sales document with the necessary information to invoice (the material code associated with the VAT code and with the Order CO).

The documents prepared in this way will support the exit document with the purpose of sale both for the compilation of the DDT and for the accounting.

3.3.1 I collect data from the shipping agent

Before month end (around D-2/D-1) you will need to contact the shipping agent Ezio Chiappe,Srl, via email Rosignano.Chiappe@solvay.com to obtain the number of pro forma invoices issued during the month. 

• • If the light is yellow it means that the information is not complete (for instance the order is missing). Local site must insert the missing information in order to be possible for SBS create the Sales Order;  contact the Locals.
  • If the light is red it means that the DDT is missing. Local site must insert the DDT in order to be possible for SBS create the Sales Order;
  • If the light is green SBS can proceed with the creation of the Sales Order. 
  • If all side cells are green, the DDT can be processed. 

Image Removed

2) Press this key

3) Press this key for sales order creation

3.3.1.2. I create the sales order for goods leaving the warehouse with DDT for free sampling and issuing of self invoices

To be performed only for 0270, 1083, 5916, 5894, 0345. 
Enter the Z1M_IT_ZITA transaction and the main display appears:

Image Removed

Image Removed

Image Removed

EXAMPLE OF A MESSAGE TO BE SENT TO SHIPPING AGENT

 
Da

:

 Viviani Silvia Inviato: 
A: Chiappe, Rosignano 
Cc: 
Oggetto: R: Richiesta n. proforma mese luglio (URGENTE) 

To: Rosignano.Chiappe@solvay.com Subject: ZITA Reminder 04/2022 - Request n. proforma Good morning,

Could

Can you please

let me have the proforma invoice number,

confirm, if we have any Proforma Invoice addressed to Solvay Chimica and

issued

issue for the

DDT document on July 2007

DDT document on April 2022? Is yes, could you please let me know the proforma invoice number and it's details?  Thanks and best regards

 
Silvia 
Silvia Viviani 
Contabilità generale 
Solvay Chimica Italia 
+39-0586-72 1871 
*{*} +39-0586-72 1814 
 E-mail: silvia.viviani@Solvay

.

com 

EXAMPLE OF RESPONSE MESSAGE FROM THE SHIPPING AGENT:

Image Removed

Image Added

3.3.2 I prepare the data before issuing the self invoicing 

3.3.2.1 Z1M_IT_ZIVM - Exclude DDT 

The DDT documents indicated by the shipping agent should not be invoiced, so it be exclude from the procedure. It will be necessary to operate this exclusion manually , by adding the proforma invoice number and issuing date to the DDT DDT.

Enter Open transaction Z1M_IT_ZITA and the following screen will appear: 

Image Removed

Press Z1M_IT_ZIVM variant key and the following display appears: 

Image Removed

, choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIVM to modify:

It will open a new screen and you will have to add the following details:

1. Division ROA for entity 0270
2. Esercizio + Anno
3. Division: 
   1. ROA for 0270
   2. ROV for 1083
   3. ROW for 5916 
   4. BUD for 5894
   5. ZTE for 0345
   6. ROKE for 1425
4. Accounting period: date of DDT issue 
5. Internal numberNr. DDT: see shipping agent's response message -  DDT number 

Press enter (see next screen): 
Image Removed

Filling in of data:

PROFORMA date of issue and number.

Image Removed

and all details available will appear in the screen:

Image Added

The next step is to add in fields in blank the proforma number and date of issue:

Image Added

As soon as you copy the data, After adding the PROFORMA number and date of issue press the "save" key.

After saving the document, a message appears: Image Removed

Image Added

Press enter twice.

The DDT is invoiced, so it will not appear in the DDT list of documents to be invoiced. At this point it will be necessary to carry out the updating procedure for the DDT to be invoiced. 

To go back to the DDT list of documents still to be invoiced, follow the procedure as shown: 

Image Removed

Press the Z1M_IT_ZIVA key.

A display appears: 

Image Removed

Insert the company code and press the "monthly updating "key.

The following screen will appear after this operation: 

Image Removed

Press enter and the following screen will appear: 

Image Removed

3.3.2.2 Z1M_IT_ZIVA - Resume of all delivery notes

Open transaction Z1M_IT_ZITA; choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIVA to process the accounting sales.

Once inside you will have to:

  - Add the company 0270 in field Società;

  - Then press "Aggiornamento Mensile" button available on the top

    Image Added

The following message will appear: 

Image Added

Confirm by clicking Image Added 

The following message will appear: 

Image Added

1.    Check that the period is correct and corresponds to the current month;

2.    If

it is correct press NO, otherwise press YES and change the period. 

The other option is normally used when something from the past month has remained to invoice then will appear the previous period and in this case you should select YES to change the period and generate the sales order. 

Normally all the data is processed with in the correspondent month.

3.4 I run Z1M_IT_ZIVA: Free sampling and issuing of self invoices

Open transaction Z1M_IT_ZITA; choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIVA to process the accounting sales.

Once inside you will have to:

  - Add the company 0270 in field Società;

  - Then press "CESSIONI GRATUITE" button 

Image Added

Image Removed

In the next display we shall see the DDT list of documents still to be invoiced. It appears as follow:

Image Modified

5894: for the customer APPIEF in field "material" should be inserted the CROCO (change CROCO) material code (VAT), instead of the code of the material. For 5894 fill also the field "Analitica" as follow: 

After entering all this data is there press "enter" and the yellow symbol Δ should turn a green symbol  if it is to be processed: 

The following steps consists in:

1. Select all lines visible using buttonImage Added
yellow side cells turn green 
2. Insert the flag
3. Then click
4. Attivare (Enabling) button Image Added
5. And to finalize Generating the SBDC fatture (generate batch imput input session)  button Image Added

At this point the procedure asks for confirmation of the invoice date: 

If the proposed date is correct press the "confirmation confermare" keybutton, otherwise change the date manually manually.

After confirming the following screen appearsappear indicating the number of batch inputs created: 

Press this key: (which key?) Image Added

It will jump to the transaction and the The following screen than appears appears:

Select the batch session created "FB01-FATT" and press the "process" key in mode display only errors. 
The posting of the self-invoice will be done automatically, to visualize it open the account number 2740000000 through the transaction FBL3N and  and search for doc type C1. 

Take note of the document number C1 and in transaction F-03 clear the account 2740000000 accordingly. 
To generated, you will need it in the next step.

3.4.1 I run Z1M_IT_ZIVA: Free sampling and issuing of self invoices - print and archive pdf

Open transaction Z1M_IT_ZITA; choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIV3 toprint the self -invoicing document issued, go back to the following screen: Image Removed.

Press the Z1M_IT_ZIV3 transaction key: the following screen appears: 

Enter

You will have to enter the

• Company