Objective and Scope

This OP explains how OTC BO AR should handle the Remittance Advices received from Third party customers and Credit Management team so that they can be used for increase of automatic payment allocation as well as for the manual payment allocation when the information stated on the bank statement is not sufficient.
This operating procedure (OP) applies to the receivables of third-party customers.

Definitions

A Remittance Advice is a letter sent by third party customers stating which invoices are being paid. It usually brings the information on the customer number or name, invoices/credit notes references in our system, the discounts assigned to each invoice (if customer has discount) as well as the total amount of the payment and payment value date.

Remittance Advice

Having received the email with the remittance advice in AR queue, the information regarding the payment should be inserted in SAP customer account so that the payment can be automatically matched by SAP program. If not, due to missing information on customer bank statement, this information will help on manual allocation.
Enter in FBL5N transaction and insert the customer account number.
See example below:

Then press button.

Once the customer account is open, select all the invoices mentioned in the Remittance Advice using column "Cleared/Open items symbol", click on "Mass change" button and fill in the information as below:



The fields should be filled in as follows:
Dunning block: F
Text: PAY.ADVICE/CASE NUMBER/TOTAL AMOUNT OF THE PAYMENT,/CURRENCY/PAYMENT'DATE
Example: PMT ADVICE/ CASE 814579/ 5.200, 00€ DD/MM/AA
Click on the button
Warning:
OTC AR should check three different things:

• If the difference between the issued (date when the remittance was sent to us) and value dates (payment's date) of the Remittance exceed 5 days, we should check the due date of the invoices related on customer account. Then, if we check that there is a discrepancy of more than 5 working days (delay) between the invoice(s) due date and the value date of the Remittance, the case should be transferred back to Collections explaining the situation so that they contact the customer and ask the reason of the delay (no dunning block or text should be inserted).
• In case the difference is less than 5 days but higher than 50.000 EUR and will mean that we will receive the payment on next month period, a dispute to Collections with status "Call by collector" should be created in order to contact the customer and try to get the payment on the correct due date

  OTC AR should handle this task as soon as possible blocking the invoices with code F, the text with total amount (even if it is only one invoice) and case number in order to avoid reminders sent to customer.