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, south_korea, thailand, singapore

    • 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

 (to be confirmed!)(error)

References

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

FBL3N; KSB1


Forms

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

IT Interrompibilitá


Attachments



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1. Objective and Scope

1.1. Objective of this Operation

The purpose of this document is to explain what is the Interrompabilitá process in Italy.

1.2. Scope

This procedure applies to the following Italian Companies: 0279, 0270, 5835.


2. Definitions

See Finance Glossary:


3. Tasks description

3.1. I perform the monthly invoicing

The Invoice must be posted until the 10th of each month (this is the limit date for which Terna accepts to receive the invoice).

In order to we be able to issue the invoice on time we should receive the invoice request from Donatella Sogni before this date. In case no information is provided on time we should send a reminder to Donatella Sogni (send an e-mail through Freshdesk):

In some cases the information arrives a little late because Terna doesn't send the invoice details on time. In these cases you should not worry if the information arrives after the 10th.


  • Here bellow an example of the invoicing request received through Freshdesk (E.g. of Freshdesk Ticket #2765786):



There is a Template excel with all the posting instructions to be performed. IT Interrompibilitá (this one?)(error) The excel file will be attached to SAP (SW issued by 0279 to Terna) with the cumulative amounts. As such, please go to the previous month document and insert the current month data.

3.1.1. I issue the invoice from Solvay SA to Terna

After receiving the invoice, the 1st step is to Issue the Invoice from Solvay SA to Terna.

  • Every month we received from Donatella Sogni the Invoice regarding the Previous Month.

E.g. in April we received the invoice regarding March period.


  • In the invoice image we have the information split by Solvay Partners.

For example the total amount of May invoice is 467.630,59€ and we have the total amount by Solvay partner. 


In order to post the invoice to Terna you should create a KB11N with the following details:

  • Sender Cost Center: YU880OPDIV;
  • Receiver WBS: E00279CBTP410682INT;
  • Cost element: 7446100000;
  • Text: "INTERROMPIBILITÀ Month 2019";
  • Amount: equal to the total amount to be charged to all Solvay Partners (in our example it is 467.630,59€)
  • Material: 20194703;
  • Tax code: A1


The KB11N posting should look like this:


After the posting is done run the invoicing steps (data enrichment + croco billing) to generate the invoice.

Highlight: With the implementation of mandatory real-time electronic sales invoice issuance and reporting for Italy, from 1st January 2019 (Legge  n. 205  del  27  dicembre  2017,  "Legge  di  bilancio  2018") all relevant invoices have to be submitted to the Italian Revenue Agency’s e-invoicing platform, Sistema di Interscambio (SdI). This means as soon as the invoice is issued it will be automatically submitted to the Italian Revenue Agency - Take this into consideration in case you need to perform any further text adjustments in the invoice:  you should not perform any adjustments on the invoice text after the invoice is issued in order to not conflict with what has been submitted to Italian Fiscal Authorities


3.1.2. I issue the intercompany invoices

After performing the Terna invoice we need to issue the affiliate invoices. The affiliate invoices can be issued until the end of the month.

Posting information to bear in mind:

  • Document Date: Invoice date = 08/06/2016
  • Document Header Text: INTERR. MM.2016
  • Reference: BO_case number
  • P/L account: 7470000000
  • Cost Center:

Company

Business Area

Cost Center

Order

0270

7630

4S32321900

 

0270

7510

XR32321900

 

5835

3490

UD32321900

 

5835

3490

JF323219VR

 


  • Croco Partner: 400001 (change Croco?)(error)
  • Material: 20132817
  • Assigment: Interromp. MM/16
  • Text: It's very important to have the TEXT description on each Solvay Invoice the information should change each month according to Terna invoice. (text to insert in the template)


It is important to issue the invoice right after these steps until the accounting document.
Template file IT Interrompibilitá – sheet: Affiliates Invoices

3.1.3. I transfer from profit account to accrual

As the Invoice of the period is always received on the month after, Local team books always an accrual to reflect the cost on the correspondent period. 
The new Intercompany procedure for SW documents needs to be done between Balance Sheet Account 2220200000 against a PL account as of Jan2016. 
As so when the invoice is booked we need to transfer the cost from PL account 7470000000 to accrual account 2220000000.

This step is only for the Affiliate companies.


Following steps to be done: 

1) Transfer posting from account 7470000000 to account 2220000000. 

Template file IT Interrompibilitá – sheet: transfer pofit acc to accrual.


2) Check Account 2220000000 and clear the accrual (task to be performed by country team)

    • Go to FBL3N transaction:


    • Subtotal the items by Assignment field – "Interromp. MM/16"

The accrual posting normally is booked with a recurrent posting or received via Freshdesk ticket, if you do not find the Recurrent by assignment you can look by Reference or Offsetting Account no.= 7470000000

  • 5835 – Recurrent posting = ITSLX5
  • 0270 – Recurrent Posting = IT90537-S1030 for Massa plant and Freshdesk ticket for Rosignano plant (ex. case 4156273)


After the Accrual posting transfer we clear the items, and if necessary change the assignment of the postings:
E.g.


Every time we have a Delta between Accrual and Invoice we book the difference in the G/L account 7470000000 with the correspondent cost center. 


For Example in 5835 we had a dif of 1.242,62€ and we booked as follow:

3.1.4. I fill in croco (change Croco?)(error) table in 0279 with costs arrived from each affiliates

We fill in 0279 the following information and execute the croco_imput transaction. (change Croco? imput or input?)(error)

3.1.5. I perform the check of cost center YU880OPDIV

After Costs on 0279 have been posted with Croco Input transaction (change Croco?)(error) we need to check if the Cost center YU880OPDIV is equal to Zero at end of the month, if not something in the process failed and we need to check all steps. 

Go to KSB1


Following result should be:

3.2. I perform the yearly invoicing "Conguaglio"

On a yearly basis we receive from Donatela Sogni or CAM Francesco Piccoli the Invoices related to the annual adjustments for Electricity.
The information is received normally in the beginning of next year (February/March)

E.g. in March 2016 we received the "Conguaglios" of year 2015.

 


We should receive one invoice per month/period.


If we look to the invoice we see the Inv. reference which is related this adjustment.
"Benestare ID" and the "ID Benestare di Riferimento(…)" 
The procedure is the same as the Monthly invoicing we just need to PAY VERY ATTENTION

3.2.1. I issue the invoice or credit note

We look to the invoice image and check if:

  • It's an Invoice:


  • It's a Credit Note:

By then we need to check if the SW should be booked as a Debit or a credit document in account 2220200000, posting key 40 or 50.

3.2.2. I insert the text on the invoice image


Information in IT Interrompibilitá - sheet: Conguaglio 2015 details

3.2.3. I fill in the template details information

sheet: Conguaglio 2015 details 

3.2.4. I issue invoice from Solvay SA to Terna

sheet: Terna Conguaglio 2015

3.2.5. I issue the Intercompany invoices

sheet: Affiliates Inv Conguaglio 2015

3.2.6. I transfer from profit account to accrual

With the new Intercompany process in order to issue Invoice/credit notes we need to book a BS account against a P&L account, so we book the SW but in the end we need to transfer the amount from P&L account to the BS accrual account 222xxx, so that we can clear the month end provision against the invoice done in following month. 

1) Transfer posting from P&L account 747xxx to accrual account 222xxx

2) Clear of Account 2220000000

3.2.7. I perform the check of cost center YU880OPDIV

Check if the Cost center YU880OPDIV is equal to Zero at end of the month, if not something in the process failed and we need to check all steps.


End of document.