Objective of this Procedure
The purpose of this document is to list all Accounts Receivables and Cash Collections disputes scenarios and explain which steps should be followed in each case
Scope
This operating procedure (OP) applies all receivables for which the FSCM Dispute Managemnet is available.
Definitions
- SBS: In the current document, “Solvay Business Services” will be replaced by its abbreviation “SBS”.
- OTC BO AR: Order to cash Back Office Accounts Receivable
- OTC BO CCL: Order to cash Back Office Cash Collections
- OP: Operating procedure
- WARP: PI system for Worldwide Accounts Receivable and Payable
Scope
Frequency
References
Attachments
Data extraction and Report
Data Extraction
Before each quarter, CICC provides a file with customer invoices which were financed by BNP and corresponding amounts paid to Solvay. One file per active contract is sent. The file needs to be updated every Tuesday following weekly reimbursements performed by CICC to BNP.
Payment status check and report preparation
For CICC to decide which customer invoices should be reimbursed to BNP, it is necessary to retrieve the payment status of the invoices on the file provided by CICC Treasury.
weekly payments are foreseen on Tuesday morning.
In order to obtain the most updated payment information, it is advised to check on each Monday afternoon after the cash allocation of D-1 has been completed.
On the Excel file provided by CICC, filter on column “CMD” and choose all documents with date until the next reimbursement date to BNP (next Tuesday).
Select and copy the PRS customer numbers of the respective customers.
In PI1 system, open transaction FBL5N, and display the customer account of the copied customer numbers:
Click on the “Upload from clipboard” button to paste all values:
Confirm by clicking on the “Copy” button:
Execute FBL5N transaction with company code “WARP” by clicking on the “Execute” button:
In the Excel file, select and copy the internal documents to be reimbursed.
In FBL5N, select and filter on column “Document Number”:
Click on the “Multiple selection” arrow and paste:
The documents not appearing in the selection were already paid by the customer.
The documents appearing in the selection are the ones not yet paid by customer.
This information must be added to the Excel file to provide to CICC.
For invoices not yet paid, relevant information to support a reimbursement decision must be added, such as:
- Payment behavior
- Payment promise received
- Remittance advice received
- Unsolved dispute
The file needs to be sent by e-mail to:
jean-francois.caillol@solvay.com
CICC treasury needs to inform which documents not yet paid by the customers were reimbursed to BNP anyway. It is necessary to delete these documents from the follow-up file.