Objective and Scope

The report contains bank data modifications (creation, modification, deletion) requested via the Data Control SAP vendors´ workflow for a specific date and SAP manual updates. It is to be done on a daily basis (working days) until 11 a.m. .

The file is archived in the Google Drive - Internal Controls

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

Definitions

Fields existing in the Report:

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:

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:

• Execute for vendors;
• Download vendors data.
  
  

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  .

The following list appears.

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:

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

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

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).

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". 

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

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

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):

• 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:

Report Controls

2.2.1 Controls to Perform

Describe controls and respective actions to be performed to on the report results.

The Note 1: The analysis made only concerns the WB-BATCH or "(D&A)" sheet.

Note 2: Controls Controls described in this section, must be executed by an user differerent different from the user responsible to perform the actions described in the following section.

Control of Vendor with more than one line

Vendors with more than 1 line entry. In the example below 6 vendors are found.

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For each vendor, all workflow entries should be the same. If not, contact IS for report development.

Normal vendor duplicate entries (same vendor and workflow number) are caused by:

• Bank account deletion
• Correction of an existant bank account (account number, bank key, control key)
• Addition of a Bank Type
• Creation of multiple bank accounts

Control of old WF's

In the 'WK Req 1' column, the requests that have an entery number significantly lower than the majority of the exiting ones, should be analysed.

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Check if the workflow/manual update was processed on the respective report date. If not, contact IS for report development.

Control - Scope of Countries

For the Vendor countries, check the ones processed in EMEA region, if they were processed by the SBS Data Controller.

For Customers, check 10% of: all the modifications performed via WF (WF-BATCH) and as from September 2016 of all the manual modifications (by Data Controller user ID)

Control – Data Control Procedure

Check if the bank types modifications respect the procedure.

If they do not respect the procedure contact the SBS Data Controller responsible by the request to analyse why such modification was approved.

In case of error, place a comment in freshdesk ticket or request change by chat.

Control – Valid Document

Check if Bank details were updated according to supporting document and an identified/valid trigger.

Sorting File by Data Controller

Filter File to allocate verification

Rule for verification allocation

Selection of WF's

Check of Bank Details

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Controller check

The file is divided in 2 parts:

1. the columns with the information of the bank details updated (from A “Vendor country” to Q “Target system”). These data is filled automatically::

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• A: suppliers country;
• B: user responsible for the update of the bank data;
• C: suppliers number;
• D: suppliers name;
• E: bank account country;
• F: bank key of the bank details;
• G: bank account of the bank details;
• H: control key (or account key - AK) of the bank details;
• I: bank type of the bank account;
• J: change performed: E (bank account erased), U (bank account updated) and I (bank account inserted);
• K: date of the change;
• L: Vendor Workflow Request number;
• M: VWF requesters Name;
• N: VWF requesters user id;
• O: Panel Manager user id;
• P: Data operator user id responsible for the approval of the VWF;
• Q: suppliers system.

2. the columns with the analysis of the operator (from R “Valid Document” to X “Verified By”). These information is filled by the operator:

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• R: Check of the document with the suppliers details;
• S: Check of the suppliers VAT ID;
• T: Check of the bank details duplicated data;
• U: Check of the bank details confirmation;
• V: Check of the bank details;
• W: Overall comment;
• X: Data controller user id;
• Y: Team Leader comment;
• Z: Team leader user id.

It is used by the operators during the check the words: OK (action checked is ok), NOT OK (invalid action performed), - (action not applicable). A comment can be added in the column Comments.

How it is checked each column:

• 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

VAT Check

).

Must be taken into account that vendors from the same group can have the same bank account. It is not considered a bank data duplication. 

• CC Confirmation

When based on a Freshdesk ticket a bank data update needs to be 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.

Must be taken into account that the Helpdesk cannot send bank details to the supplier. This action will invalidate the confirmation.

• Bank details checked

In this column it is needed to check if the format of the bank data is correct (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.

Also and very important, when erased the bank account from the vendors master data a note needs to be sent to the SC Payments mentioning this update.  This action is taken to prevent an incorrect use of the incorrect bank account.

• Verified By

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

NOTE: the situations of doubts regarding the update made must first be exposed to the person responsible for the introduction / approval of the request.

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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Comments

If for any reason the bank changes were done incorrectly, insert "Not OK" in Column each column where verification detected incorrect update and the identification of the Data Controller that did the verification on column "Verified By"

  Verifier must inform Team Leader and request correction of information incorrectly approved.

File Save

Sharing the Report

2.2.2 Confirming, Publishing & Archiving

Explains how to control the actions performed in the previous section and to publish & archive the report. Follow the steps below.

2.2.2.1 Confirming

A 2nd independent user (Team Leader or backup) from the user responsible by the tasks described in the previous section, must confirm that all the controls were performed and do a random check (10% audit) with comments. All errors pointed out in first check should be analysed in this 10% control check. - once a week.

• Useful websites:
  • https://www.ecbs.org/iban.htm
  • https://www2.swift.com/bsl/index.faces
  • https://fxtop.com/en/countries-currencies.php