1. Table of contents
2. Objective and Scope
The purpose of this document is to guide SBS OtC AR team through the cash allocation of Solvay Eng. Plastics Poland.
This operating procedure (OP) applies to the Cash Allocation of Solvay Eng. Plastics Poland Cc 7531 and SLV ADV SILICAS PL Cc 6268 (RCS system - WP1).
3. 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
Scope
Poland
ERP
References
Attachments
4. 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 team.
4.1 Access the Bank
Go to the Mbank platform ( https://companynet.mbank.pl/mt/ ) preferably on InternetExplorer:
Select identification procedure "Token" and add the account user "####" (please see envelope for reference as there are 2 tokens in use). 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:
To change the language, scroll down and select your choice:
Under the Tab Account there are 3 accounts (one per currency).
To get the history concerning an account, put the cursor over the account (three tabs will appear) and press Operation History tab.
Select Historical from, add the date and press Show (also possible to select only credit movements or specific codes):
The movements are shown as below:
4.1.1 Extract the Bank Statement
To extract the Bank Statement go back to the accounts screen, 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):
To change account, go to the top right and select the account:
4.2 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)
4.2.1 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 / 6268
- Currency: PLN
- Reference and text:
WBxxMBANK 1001 for 6268 and WBxxMBANK 1004 for 7531 always same format only statement number is difference (in this case 109), the number 1001/1004 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
Warnings
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 and profit center 7531-I0450 (for 7531) / cost center 6268-9403 and profit center 6268-I0450 (for 6268)
- Customer – pst key 15 with customer account e.g 71851 (value date needed)
Detail concerning the interests:
Assignment: "ODS OD LOKATY" (Investment's interest)
4.2.2 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
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: For 6268/EUR WBxxMBANK 1002 and 6268/USD WBxxMBANK 1010; For 7531/EUR WBxxMBANK 1005 and for 7531/USD WBxxMBANK 1007; always same format only statement number is difference (in this case 109), the number 1002/1005/1007/1010 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):
- 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
4.3 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).
4.3.1 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
4.3.2 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
5. 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:
