Tasks to be completed when documenting an operation (from creation to publication)

 1. Enter the Title of the operation / page

2. Add the following Labels : 

    • Scope of applicability: ww, country_accounting 

    • Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, korea, thailand

    • Unit and Domain according to the List of labels to be used in the Finance Service Line space

      • E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
        • Labels to be used: ww, financial_accounting, central_fin_proc_compliance

      • E.g. 2: France Operation in Financial Accounting:
        • Labels to be used: country_accounting, france, financial_accounting
          (for country operations, the Domain is always country_accounting)

 

3. Fill in all fields as described above

 4. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 

 



Domain: Country Accounting



Responsibility area: N/A


Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)

 


Scope

3. Remove the icon when not applicable

 

ERP

4. Remove the icon(s) when not applicable

 

Frequency

5. Remove the icon(s) when not applicable

   

    

References

6. Add the link to SAP transaction(s) (when it exists)

SM35; FBL3N; FBL1N; FBL5N; 

Z1F_IT_ZIFRIPBA_SPI; Z1F_IT_ZIFMI004


Forms

7. Insert the links accordingly and change the link text with the OP name

 

Attachments

Bank Guarantee List

Inbiz Portal

IT Bank reconciliation

(Give a title and then link to the website)(error)

https://docs.google.com/spreadsheets/d/1bgPTr8XTTnpcLsFH0LcW3rQcMhGCg7Nvhweptxi07WU/edit#gid=223393986



Previous OP << >> Next OP

 

 

1. Objective and Scope

1.1. Objective of this Operation

The objective of this procedure is to post the bank movements extracted of the Home Banking Accounts.

The movements includes: payments (Tax, Social Security, Vendors not assign to CICC), Cash Collection (receivables not assign to CICC) and Cash Pooling.

1.2. Scope

This procedure is applied for the following companies:

  • 0270: Solvay Chimica Italia
  • 0279: Solvay SA
  • 5835: Solvay Speciality Polymers Italia
  • 6277: Solvay Energy IT
  • 6306: COGEN Spinetta 
  • 6328: COGEN Rosignano


2. Definitions

See Finance Glossary:

 

3. Tasks description

3.1. Periodicity

Extractions and Postings:

  • Outside closure: Every Monday, Wednesday and Friday 
  • Inside closure: from D-4 ill D+1 where all the movements of the month should be posted.


Checks: (to be performed after the Cash pooling)

  • Inside closure: from D-4 ill D+1 where all the movements of the month should be posted.

3.2. I extract the bank statement

Connect to Inbiz Portal:

  • User name/CODICE UTENTE: CRYDPHOE
  • Password: Specialist assigned Link

 

Insert your credentials on right upper corner:         


Click on “Current Account”.

 

Select “Number of account entries”.

Choose the respective bank account and the period.

Click on Search.

Extract in excel to update bank reconciliation and in case of need the pdf.

3.3. I post the cash pooling

3.3.1. I extract the cash pooling from Homebanking

From Inbiz Website we are able to extract specific TXT file for automatic postings of cash pooling, commissions and bank guarantee (fideiussioni).

 

 Click on new flows download:

  


Insert the company: SOLVAY CHIMICA ITALIA SPA - 70671 ( ONLY WITH THIS CODE IS CORRECT)

Insert the date from when you want to extract the movements.

Download and save it. 

3.3.2. I upload the cash pooling on SAP

Cash pooling movements are posted in automatic way using the SAP Transaction below:


  • Z1F_IT_ZIFRIPBA_SPI  

Run transaction and call variant *0270* as below:

 

And choose the correct one:


Automatically, the variant will fill all the fields as shown:


Copy the output file name. It will be need in next transaction.


Run transaction and select the file extracted previous on Inbiz Homebanking.

The output will be:

After, go to transaction Z1F_IT_ZIFMI004.



  • Z1F_IT_ZIFMI004

Enter transaction, paste the “output file name” copied on previous transaction and run:

 

Afterwards, go to transaction SM35, select the session name “MICxxxxBCA”, where the xxxx is the company code. 


If possible run in foreground to control if the amounts are the ones in the bank statement.



As mentioned before, all movements of cash pooling, commissions and bank guarantee (fideiussioni) will be booked.

3.3.2.1. I book the posting of cash pooling  (please confirm this title)(error)

This transaction is replicating, with opposite sign, all movements in Open items in bank account 

(50xxxEURxx) and post it a G0 document with this scheme:

  • 50 or 40          50xxxEURxx (bank account)
  • 40 or 50          591eurXXX( company code ) 

3.3.2.1. I book the posting of commissions (please confirm this title)(error)

As cash pooling, the posting made by the system will post with opposite sign the open items registered in bank account with a G0 document type:

  • 50        50xxxEURxxx
  • 40        6590900000

 

List of cost centers to use:

  • . 0270 - XR800CPFIN
  • . 0279 - YU88000001
  • . 5835 - B780008045
  • . 6277 - 4XDGF
  • . 6306 - 4UFGF00001
  • . 6328 - 5G32326900

 

It could happen that for some companies, the system gives an error message for wrong tax code L8. For solve this, change the existing one to UQ.

3.3.2.3. I book the posting of bank guarantee (fideiussioni) (please confirm this title)(error)

As the previous one, bank guarantee will also be post with opposite sign as shown on bank statement with G0 document type.

 

How to recognize a bank guarantee in your statements?

Is in the fifth column with the code "ZP - Commissioni e Spese su fideiussioni" as below:

  

 

To know in which company to input the guarantee, there is in the bank description a number with 6 digits to help us.

With this number, go to the Bank Guarantee List database and the information will be available.

If the bank guarantee isn’t on the database, please request to CAM/CAD and afterwards include it on the file.


 


 

Or

50        50xxxEUR20

40   7590000000 (if it’s external company)

 

In this case, we need afterwards to create (in most of the cases) a CROCO invoice. (change CROCO)(error)

 

After, there is the need to create a SW document (Croco invoice) (change Croco)(error) to reflect the amount in the other company.

In case of an order as below, a SW document doesn’t has to be made.

 

3.4. I resolve the issues

It can happen that the description of the movement is not recognized by the database because the description is absent. In this case you can follow one of the following step:

  • Using SAP transaction FBL3N and checking the Bank G/L Account (50XXXEURXX), look at all the bank movements of the previous year, to check if there is a movement containing the same description.

  • Using SAP transaction FBL3N, look at all the bank movements of the previous year, to check if there is a movement with the same amount.

 

Or, if reading the description you realize that the movement is the payment of a vendor,

  •  Using SAP transaction FBL1N, check if a vendor with the same name is existing and if the related open item is present.

 

Or, if reading the description you realize that the movement is the cash collection of a customer,

  • Using SAP transaction FBL5N, check if a vendor with the same name is existing and if the related open item is present.

 

If you are not able to find any other movement that, in one way or another is related to an old posting, copy the line in the Google document, so that the locals may inform which the correct account to be use.

 

For F24 movements, use file “Posting banche 24”(add link (error)). Go to the home banking Intesa for detail. For each company there’s a sheet.

In the sheet there’s several code or a group of codes (found in the home banking) that will be link to an account (for new codes contact local).

 

In the end check if the posting key reflects the movement made in the bank.

  • IMPORTO DEBITO-50
  • IMPORTO CREDITO - 40 

3.5. I perform the checks

In the end of the month and after the posting of the cash poolings, all the accounts must be balanced.

1) In FBL3N, choose the account related to the bank account and check if its balanced. If not, find the reason for the unbalanced.

On D+2, if some movements aren’t done for missing feedback from locals, post the remaining movements on account 2740000000.

Once a week sent an information email (for all companies) to the locals, with the doubts, provide by company the number of doubts.

 

2) Monthly check: check whether balance in SAP is matching with the bank statement. Fill in this ----  (to complete?)(error)

3.6. I perform the bank reconciliations

Follow instruction in the template BANK_RECONCILIATIONS PROCEDURE (add link) (error)

 

End of document. 

 

If possible run in foreground to control if the amounts are the ones in the bank statement.