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Tasks to be completed when documenting an operation (from creation to publication)

1. Enter the Title of the operation / page

2. Add the following Labels :

- Scope of applicability: ww, country_accounting

- Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore

- Unit and Domain according to the List of labels to be used in the Finance Service Line space
  - E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
    - Labels to be used: ww, financial_accounting, central_fin_proc_compliance
  - E.g. 2: France Operation in Financial Accounting:
    - Labels to be used: country_accounting, france, financial_accounting
      (for country operations, the Domain is always country_accounting)

3. Fill in all fields as described above

4. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow

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Domain: Country Accounting

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Responsibility area: N/A

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 company 0270 in Italy, in ERP Solvay environment PF1.
Solutions mentioned here do not apply to other countries.

2. Definitions

N/ANA

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

RTR Finance Operations Responsibilities:

RTR Operations 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;

3.3. I run the SAP transaction Z1M_IT_ZITA

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

3.3.

1. SAP Transaction Z1M_IT_ZITA

Warning

title	Remark

Before to run this procedure be sure that you have a SAP Session opened in Italian language. This is a developed transaction and sometimes in English can originate problems.

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:

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Click here in VENDITE CONTAILITI (CTA)
The following screen appears:

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Press the Z1M_IT_ZIVA key and the following display appears:

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Select the company (Società) and then press "Aggiornamento Mensile"
The following message will appear:

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Confirm by clicking Image Removed

The following message will appear:

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If the period shown is the one that is going to be invoiced (closure month), select "no" (we don't want to change 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

I 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:

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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.

3.3.1.1. 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.
Enter the Z1M_IT_ZITA transaction and the main display appears:

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Press the Z1M_IT_ZIVA variant key and the following screen appears:

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Insert the Company
Press key: CESSIONI GRATUITE
After this operation the following screen, containing the DDT list to be invoiced, appears

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Before proceeding with any invoicing operation it is necessary to keep in contact with the shipping agent to get the already invoiced DDT document by proforma invoice for the current month: rosignano.chiappe@solvay.com

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:

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3.3.2 I prepare the data before issuing the self invoicing

Warning

title	Remark

Before to run this procedure be sure that you have a SAP Session opened in Italian language. This is a developed transaction and sometimes in English can originate problems.

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:

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Press Z1M, choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIVM key and the following display appears: Image Removed
Data filling in of:to modify:

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

Division ROA for entity Division: ROA for 0270
Esercizio + Anno: date of DDT issue
Nr. DDT: see shipping agent's response message - DDT number

Press enter (see next screen):
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Filling in of data:

PROFORMA date of issue and number.

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and all details available will appear in the screen:

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

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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

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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:

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Press the Z1M_IT_ZIVA key.

A display appears:

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

The following screen will appear after this operation:

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Press enter and the following screen will appear:

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Check that the period is correct

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

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The following message will appear:

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Confirm by clicking Image Added

The following message will appear:

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

2. If

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

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After that we go back to the following display:

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Press FREE DISPOSALS key.

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

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Enter the client code of the issuing Company.
Enter VAT code.
Enter payment code.
Enter accounting code.

You will find some columns in blank, important information that will allow us to process the posting in SAP. You will have to enter in each the following data:Following the table:

	Customer	Tax code	Payment conditions	Conto Coge
	CLIENTE	CODICE IVA	CONDIZIONI DI PAGAMENTOCdPg	CONTO CoGe
0270	400002	N2	L007	2740000000

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:

Select all lines visible using buttonImage Added

yellow side cells turn green

Insert the flag
Then click
Attivare (Enabling) button Image Added
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: Image Modified

The It will jump to the transaction and 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:

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.

Press the Z1M_IT_ZIV3 transaction key: the following screen appears:

Enter

You will have to enter the

Company

,
self-invoicing
number, date/
document number processed in the previous step
year of issue

Press the "processingExecute" key button:
An image of the self-invoicing document appears, and then it will be necessary to proceed as follows:
Printing the document in PDF format  Print  ZPDF > add your email address;
SAP sends the invoice to your mail address(it can take some minutes);
Linking image Attach the pdf to the SAP document processed in the previous step for optical storage.

3.4.2 I clear GL accounts
The process ends with the
issuing Company's client code balancing, by using transaction
balancing of:
Account 2740000000 - transaction F-03;
Costumer account 400002; transaction F-32 or FB05.
Choose the customer account select the information concerned to the self billing generated and use account
account 6470000000 – (NON –DEDUCTIBLE VAT ON FREE SUPPLIES)
to balance the posting.
Hereunder the cost center to be take in consideration per company code:
0270 CC XU800CPFIN;
with cost center XU800CPFIN.

Warning
THIS CASE DOESN'T PRODUCE ANY INVOICE IN THE INVOICE PROCEDURE

3.
3.1.3. I create the sales order for goods
5. I run Z1M_IT_ZITA: Goods leaving the warehouse with a DDT for order processing

To be performed only for 0270. At the end of the month we will resume all the delivery notes for each sales document and will authorize the creation of the standard sales order with automatic VA01 for final accounting. The final outcome is generation of a CROCO Invoice.
Launch the Z1M_IT_ZITA transaction and the following display appears
Enter Company code
Press key: Ordini di Lavorazione
The following display with the DDT document list for invoicing to our BICARJET client appears:

DDTs are always presented in red cell because there are still the following elements to be added:
Sales document issued by the Purchasing Office n°2004000021
The position of the sales document on the basis of the material description, that have different prices  check in Z1M_IT_ZIV4  Ordine di Lavorazione  Visualizzare. Then insert 2004000021 and click on "Dettaglio Posizioni", Select the position corresponding to the material that should be invoiced

Press enter until cells go green:

Press "activate" key
Press the "sales order creation "key

The following screen appears:

Invoice date updating
Press " confirm"

After confirming the following screen appears with the following message:
Unit measurement KG must be modified in AF

Press "enter "and a display with an error message appears:

Modify the unit measurement in AF in PDIV line:

Press "enter" and this display appears:

Warning
THIS OPERATION CREATES A SALES ORDER FOLLOWING THE INVOICE STANDARD PROCEDURE. PLEASE ENSURE INVOICE IS ISSUED.
End of document.