Authorizations & Roles

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Table of contents
1 Objective and Scope
1.1 Objective of this Procedure
1.2 Scope
2 Reference Documents
3 Definitions
4 Procedure
4.1 Access the Bank
4.1.1 Extract the Bank Statement
4.2 Posting Bank Statements
4.2.1 Posting Bank Statement in RCS – PLN
4.2.2 Posting Bank Statements in RCS - EUR/USD
4.3 Clearing the Customer account
4.3.1 Banking fees
4.3.2 Discount
5 Appendix

Objective and Scope

Objective of this Procedure

The purpose of this document is to guide SBS OtC AR Backoffice through the cash allocation of Solvay Eng. Plastics Poland.

Scope

This operating procedure (OP) applies to the Cash Allocation of Solvay Eng. Plastics Poland Cc 7531 RCS system (WP1).

Reference Documents

NA.

Definitions

SBS – Solvay Business Services
OtC – Order to Cash
AR – Accounts Receivable
RCS – Rhodia ERP
WP1 – SAP system
NPB - National Polish Bank
Bank codes:

• 427 – Interests
• 585 – Internal Bank transfer
• 592 - SEPA
• 770 – Incoming Bank transfer
• 771 – Sorbnet (quick and big Bank transfer)
• 963 – Internal Bank transfer
• 973 - Internal Bank transfer
• 988 – Foreign Bank transfer

Procedure

This OP is divided in 3 main steps:

• Access the Bank Website and extract the Bank Statement
• Post the Bank Statement in RCS
• Clear the Customer account

All three topics are the responsibility of OtC AR Backoffice.

Access the Bank

Go to the Mbank platform (https://companynet.mbank.pl/mt/):

Select identification procedure "Token" and add the account user "359552". Then press "Next":
To Generate a Token number, press On in the token and insert the password: 5763.

Add the number generated in the token and press "Login".
Afterwards select the account:

Under the Tab Account there are 3 accounts (one per currency).

To get the history concerning an account, click in the account number, a screen will show the account details where you can press "get history".
Add the date and press Show (also possible to select only credit movements or specific codes):

The movements are shown as below:

Extract the Bank Statement

To extract the Bank Statement select the account and press "Get statement"

Choose the period and press "Get Statement":

Save the file in the L drive (Daily Files / Poland Statements):

Posting Bank Statements

There is a slight difference between the postings in PLN currency and EUR/USD. Both types are described in the following topics.
Warnings:

• Intragroup payments should be posted separately from Interests movement (otherwise the interests line item will automatically fulfill the trading partner field which is not correct)

• In case of Payment in advance: leave the payment open as DZ on customer account adding the Proforma in the text field ( if Proforma not found please request it to Accounting team in Poland)

Posting Bank Statement in RCS – PLN

The posting of the Bank Statement is done with transaction FB05.

Document date and posting date: Statement date
Doc. Type: DZ
Company code: 7531
Currency: PLN
Reference and text: WBxxMBANK 1004 always same format only statement number is difference (in this case 109), the number 1004 identifies the bank account.
For SBS OtC AR it is necessary to post all lines identified in the bank statement with the following codes (only credits):

• 427 – For interests
• 770, 771, 961, 963 – customer payments

Warning: In case there are transactions with code 770 related with Tax, the posting should be processed by PtP team in Poland.
-For the total income – pst key 40 Gl account 51000077
-For interests – pst key 50 gl account 98535600 cost center 0228-8390 profit center 7531-I0450
-Customer – pst key 15 with customer account e.g 71851 (value date needed)


Detail concerning the interests:

Assignment: "ODS OD LOKATY" (Investment's interest)

Posting Bank Statements in RCS - EUR/USD

Basically the difference to the posting in PLN is that we have to insert the Exchange rate as EUR and USD are not the local currency of the Company.
The official exchange is found in the table published in National Polish Bank:
http://www.nbp.pl/homen.aspx?c=/ascx/ArchAen.ascx
The rate to use is one day before the statement date (e.g. for bank statement 06.06.2014 use rate 05.06.2014).

Open the excel file to find the Currency rate per date.

Using transaction FB05:

Document date and posting date: Statement date
Doc. Type: DZ
Company code: 7531
Currency: EUR/USD Rate: NPB rate of previous working day
Reference and text: WBxxMBANK 1005E ; always same format only statement number is difference (in this case 109), the number 1005E identifies the bank account (1007U for USD).
For SBS OtC AR it is necessary to post all lines identified in the bank statement with the following codes (only credits):

• 585 592 and 988 – Customer payments

-For the total income – pst key 40 Gl account 51000076 (EUR) 51000097 (USD)
-Customer – pst key 15 with customer account e.g 2033336

Clearing the Customer account

As the bank posting leaves the payment unmatched on customer account, the final step is to clear it with the invoice.
This task is performed using transaction F-32:

Account: Customer account number
Clearing date: Always date of the payment
Company Code: 7531
Currency: Same as the payment
Process open items to select the invoice and payment to clear (save).

Banking fees

When clearing an invoice with the payment there might be differences because of Bank fees.
While in F-32, press back to manually insert the GL account and Posting key:
GL account: 98300702
Pst key: 40
Order: E0228P000020
Cost Center: must be deleted
Text: KOSZTY BANKOWE
Amount: of banking fees

Discount

In case there is a discount granted to the customer it must be posted while clearing the invoice with the payment. The following GL account must be used:
GL account: 98100500
Pst key: 40
Cost Center: 0228-9001
Profit Center: 7531-D0390
Text: SKONTO
Amount: of discount

Appendix

Example of Bank statements and types of codes to be posted:

• For PLN

• For EUR

• For USD

Example of a Tax with code 770 not to be posted:



End of document