Cash Allocation - Manual payments

Open  in  PI1 .

This screen appears:

Click on ‘Get Variant’ 

Remove what is written in ‘Created by’ field.

Click on  ‘Execute’  .

The Coda files list will appear. There are variants divided by country.

Double click on the line corresponding to the country variant and print it. Repeat this step for all variants above.

Open  Feba  transaction:    

This screen has to be filled in as follows: 

• Company code: 0231
• Statement status: 7 “Incompletely Posted” (It only gives the entries that still need to be processed) 

Remark: In case there is the need to search a payment already posted, choose status 8.

With Status 7 selected, click on the icon Execute  to get all the payments to be posted for all the Regions:

This gives an overview of the bank accounts where remained payments that need to be posted by OTC AR. There are two available statuses: 

• To be posted - to be processed by OTC AR
• Posted - already processed 

Based on the list of entries not yet posted (red items), the bank and the currency that has to be processed should be selected by double clicking on the item. 

Example:

Remark : As soon as the payments are posted, the amounts become green on FEBA statement. See example below:

Having the name of the customer or the invoice number, the system is able to identify the customer account itself. However if all the details are not displayed in the statement, the system is not able to perform the matching.

In the bank statement below, there is mentioned the customer name.

Therefore, the following screen appears suggesting already the customer number in the Account field:

Thus, we should select the correct invoice by double-clicking on the amount in the “EUR Gross” column.

The amount is now displayed in blue. 

At the bottom of the screen, the “Amount entered” (corresponding to the amount of the payment) is equal to the “Assigned” amount (our invoice selection), meaning that the payment matches perfectly with the invoice. In this case, the “Not assigned” field (at the bottom of the screen) is equal to “0”, meaning that the transaction can be validated by clicking on the floppy disk  (at the top of the screen). 

If the “Not assigned” field does not equal to “0”, different explanations are possible:

The amount could be a banking fee, a discount , etc. Therefore an analysis should be done to find the reason of the discrepancy

 The difference must be posted by using the procedure “Management of Payment discrepancies”

a. Search by invoice number

Open “Z3F_FA_CNTR_DISPLAY” transaction. 

The first screen that appears is the following: “Factoring contract display”.

This screen should be filled in as follows:

Affiliate document number – Invoice number

Then click on the Execute button  

All details regarding the invoice number are displayed on the following screen: 

The image is divided by colours to easily explain the fields. Therefore: 

Red: In this box, we can find the customer name, the document (invoice or credit note) and its amount

Green: Here we can find the contract status (open, closed, etc.) and creation dates

Yellow : In these fields, we can see information regarding the affiliate as the company code, document (Invoice reference), reference and PO Ref. Also the customer number in local company is visible here

Blue: Information of the document in 0231. Again the inv. Reference available and customer number is in 0231.

Pink: On the left side, all the information regarding dates for affiliate and factoring side. On the right side, it is displayed all the information related to payment status (open or closed in Cc 0231, payment method and discount terms

b. Search by customer name

Click on the floppy disk on the payment. The following screen appears: 

To search for the customer number, click on the icon . Following screen appears:

This screen enables us to search for a customer by country, by name, etc.

Advise:  Use upper case letters and if you are not sure of the entire name, type a part of the name, surrounded by asterisks, as in the upper example and then click on .

When the system finds a result, following screen appears:

Click on   or double-click on the customer name to automatically return to the previous screen – “Post with Clearing Select open items”.  The “Account” field is automatically filled in with the customer number as follows:

Click on “Process open items”. 

c. Search by customer details

On  FEBA  transaction, click on   button:

Afterwards, the most common search is by “ Cust. search using addr. attrib. ” to search by name or address, or using “ Account Number or Key of a Worklist ” to search by VAT number. See below:

To have the possibility to choose a different search layout, close the search option and click on the button below. This way, you can choose the search option that is more suitable for each case.

In the case showed below, the system suggests two customers’ accounts that have the same invoice number but in different company codes. In such cases, we should enter in both invoices to find out to which one belongs to the payment (it can be checked by customer name). If by selecting the correct invoice matching cannot be done, you should go back and copy the correct customer number in order to open all open items on the account.

5. The system opens only some items

The documents proposed by the system do not necessarily correspond to the total number of items opened in the account of the customer. The reason is quite simple: when the system identifies the invoices concerned by the payment (document numbers given in the payment details), it proposes only those documents. The rest of the account doesn’t appear.

To obtain all customer open items, click on the back button  (at the top of the screen) and the following screen appears:

Click on “Choose open items” on the screen above, insert code “A” in "Special G/L ind" field in order to open all items (payments in advance included) and then click on “Process open items” on the following screen:

The customer account is then displayed with all open documents and the rest of the documents indicated on bank statement can be selected. 

Validate the transaction by clicking on the floppy disk   (at the top of the screen).

Sometimes there are payments received from identified customers but without any payment details (invoice numbers). Those amounts cannot be matched on customer’s accounts against the invoices but they must be applied on the customer’s account as a DZ document. Then, a dispute and a Freshdesk case (when needed) should be created to obtain the payment details. 

In order to leave the payment open on customer’s account, we should proceed as follows: 

We should click on Save button on the payment screen on FEBA transaction:

Click on the green arrow at the top of the screen . Following screen appears:

This screen must be filled in as follows: 

• PstKy: 15 (for credit movement on customer account – Incoming payment)
• Account: Customer Number

Afterwards, click on  ‘Enter’.  The following screen appears:

In this screen, the Business Area (if possible to identify the correct one) and amount must be indicated.  

In order to insert the amount, simply type asterisk  “* “in the Amount field and press Enter  to avoid errors (more accurate). The item can be now validated by clicking on the floppy disk 

4.3.1. Search the Business Area

How to see the correct Business Area depends on the Company Code of the invoice.  

If company is from PF1, we can check it in the local system, by simply adding Business Area column to the layout.

If we know the number of invoice that is being paid, we use its Business Area.

If we don't know what is being paid, but customer has only one Business Area, we should use it.

If it is not easy to identify the correct Business Area to be used, we should allocate the amount without any Business Area.

If company is from WP1, we should use transaction Z3F_FA_AR_FIND_BA in PI1 in order to find Business Area. Please note that in order to use this transaction we need to know the contract number or the order of the document that is being paid.

After selecting the needed System landcape, order needs to be inserted in the Sales Document field.

Then press the Execute button .

In the screen that opens, the Business Area to be used can be seen.

The search of Business Area can be done by Contract Number too. It needs to be inserted in the Contract Number field.

Then press the Execute button .

In the screen that opens, the Business Area to be used can be seen.

Sometimes we need to consult local system to retrieve data regarding the payment in advance. See below:

Searching for Sales Orders and Invoices in PF1

Example:

In the bank statement above, we can see the reference of order (4666877). Sometimes we can see the customer name too (for example, Procter and Gamble). Thus, there are two options to find the order number:

1. by document number
2. by customer name

1. Search by document number:

Use transaction VA03 to search either by proforma (Billing document) or by order number (in the example we have the order number):

Click on 

The following screen appears:

The “Payment terms” field must be verified to check if it is a payment in advance or not. On the “Payment terms” field two options can occur: 

• X InvD
• Payment in Advance 

In this example, the invoice will be probably on customer account since the payments terms are 60 D InvD. So, to search for the invoice number related to this order, click on Environment and choose Display document flow as follows:

The following screen appears:

2. Search by customer name: 

Open transaction VA03 and click on Sold-to party field : 

You will get the following screen:

The customer’s name should be inserted between asterisks. Click on   

The following screen appears:

Check both customers to see which the correct one is. Afterwards, click on . 

The system adds the customer’s number in “Sold to party” field automatically, and then clicks on 

The following screen appears which gives all of the pending orders for this customer. In general, the payments received involve the most recent orders, so click above the Doc. Date column to order it by date.

Then, we should transform the  “DZ”  entry into an  “E5”  entry through  Z3F_FA_PIA transaction.

This screen has to be filled in as follows:  

• Company code: 0231
• Customer: Customer number in which payment was allocated
• Processing Mode: N
• Test mode: Not selected

Then click on . The following screen appears:   

We should select the line of the payment that needs to be transformed into payment in advance, double click on it and fill it as follows:

• Aff.Co Co: Affiliate number
• Sales Doc.: Sales order (we should fill this field or the Billing doc. – Only one is needed)

• Billing Doc.: Billing doc. (we should fill this field or the Sales doc. – Only one is needed)

Then we should choose button  and the Amount field will be filled automatically with the Sales document amount. Please note that BusA field must be filled in, otherwise payment in advance will not be processed. When there are differences between this amount and the payment, it can be for several reasons: partial payment, banking fees, etc. Thus an analysis should be performed to trace the reason of the difference.

Click on 

Choose Yes in the table and the following message appears:

Payment in Advance for more than one order:

In case our payment is for more than one order, we should divide the payment on the transaction Z3F_FA_PIA as below:

This screen has to be filled in as follows:

• Company code: 0231
• Customer: Customer number in which payment was allocated
• Processing Mode: N
• Test mode: Not selected

Then click on . The following screen appears:

We should select the line of the payment that needs to be transformed into payment in advance, double click on it and fill it as follows:

• Aff.Co Co: Affiliate number
• Sales Doc.: Sales order (we should fill this field or the Billing doc. – Only one is needed)
• Billing Doc.: Billing doc. (we should fill this field or the Sales doc. – Only one is needed)

On FEBA transaction, we insert customer number. Click on the icon “Process open items” and the following error message appears: 

In case customer is not created in Cc 0231 and we are sure that is the correct customer, we should run transaction Z3F_FA_PARTN_CC_VIEW.

First of all we should select variant CIE0231 by double clicking on it:

After that we should insert customer account number and execute   

Customer is then created in 0231 with default values.

Open transaction Z3F_FA_IBA_TRANSFER2

Insert the sub-account concerned (in this case 50501USD16), Document Number (in this case 9002850591), remove tick from the "Test Run" and Execute.

The next window is open:

Then, select the line concerning the payment and insert the information regarding the IBA account to which the payment is being transferred by pressing  

and press

The IBA account is usually composed by 591 + currency of the payment + affiliate's company code 

In order to help the affiliate to identify the reason of the transfer, in the "Text" field, it should be mentioned the customer number and invoice number.

After all information is inserted, select the line and press .

• Refund to vendor  

Selecting this option, the objective is to use the payment to be transferred and paid back (ex: transfer to Solvay affiliate whenever there is not convention with CICC or to transfer to other entity that not Solvay as the case of de-migrations or companies which were sold). 

• Transfer to vendor account (no payment) 

Selecting this option, the goal is to manage the payment in vendor account, meaning that no payment is to be executed. In this case, OTC AR should execute the posting and then inform PtP (create a case in Freshdesk and transfer it to “PTP HD EMEA” queue). 

Select one of the options described above and insert the sub-account concerned (in this case 50533EUR16), Document Number and unselect the tick on the "Test Run" option. 

Execute . The following screen appears:

Select the line and insert the Vendor's number by pressing  button.

Validate it by pressing .

In the text field of the line related with the payment, insert the information you find relevant for the transfer as customer, invoice or case number (please note that the text space is very limited). 

Select the line and finalize posting by pressing button.

A KF document will be open on vendor account as below:

• in the 1^st option with payment block B and will be paid;
• in the 2^nd option with payment block H and will remain open until further action from PtP; 

Example: 

On the KF document in the vendor's account in the  tab we should insert the correct vendor's "House Bank" and "Part. Bank Type".

The posting executed will clear TI in 0231 as you can see in the example:

The first thing to do is to check in which Sub-accounts the movements are recorded. Therefore, the 900… doc. on FEBA transaction should be consulted 

Double click on the document:

The following screen will appear:

In this example, the posting have movements on 16 and 10 Sub-Accounts. 

There are 2 possibilities: 

1. If related with Bank Sub-account 12, 15,16 or 17   

A)     Amount until 10€ - OTC AR is authorized to post this amount as banking fees.

Go directly to the G/L account related (you can access it on 900… doc.) in transaction F-03 (0231), choose the TO related, go to Residual items tab and post as FB, as in the example:

Example to change the flag of the coda:

In order to change the flag insert the first sequence of numbers in the “Short key” field and the second sequence of numbers in the “Memo record number” field. Click on the “Execute” button with “Test” field marked in order to check if the flag is related to the correct statement. If yes, go back, take off the tick from the “Test” field and press “Execute” again. 

B)     Above the limit of 10€ - We should search possible payments cancelation (ex. Direct debits/ cheques cancelation; search open items in that country by that amount). If no result is found or in case it is mentioned on bank statement “Frais bancaires” or some word that leads us to think it is banking fees related, we should then address the email to CICC BO (bo.cicc@solvay.com). In case the answer is to post as banking fees, please refer to explanation described on line A).

2.  If G/L accounts 12/15/16 and 17 are not included:  

In this case, the negative amount is not to be handled by OTC AR. We just need to change the flag to “Posted” in transaction Z_FLAG_CODA. 

Example: 

This amount will be cleared on the subaccounts when doing the subaccount reconciliation.

 Transaction ZPVK  

Therefore, open transaction ZPVK in local system as below:

On the “Credit rep. group” option insert “01” to “51” in order to have all the Credit Managers and Credit Analysts included.

Then choose the layout /UNALLOCATED

Click on it. The following screen appears:

Double click on 900…. document of the unallocated payment.

Click on Services for Object icon  and choose Create → Create Note

Insert then the case number as below:

And click on the button.

The same information, stating "Unallocated; Case XXXX", after double clicking on 900... document, should be inserted on the respective subaccount 16 too as you can see in the example:

The case in Freshdesk should be classified with Status “Need for more information” and OTC-Subprocess “Unallocated payment”.

For example, an amount is on the FEBA dated 21st April 2017.  But the information needed is provided by Credit Manager only beginning of June 2017 when April period is already closed.  The amount has to be posted in June.

In FEBA transaction click on the floppy disk 

The following screen appears with document date and posting date 21st April 2017:

Then click Enter,

The following error message appears:

The posting date should be changed to the first day of the current month as well as the Period and Enter should be pressed in order to be able to proceed with the posting.