(please change CROCO)(error)

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 filled!)(error)

References

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

FB05; KSB1; VF04; BD87; Z1F_ITAUTOF; ZZF_POSTING_FILE; Z1F_CROCO_VENTES; Z1F_CROCO_IMPUT_DOWN; Z1F_CROCO_IMPUT_UP


Forms

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


Attachments

AP-PRO 20v01 - Invoice handling and posting.doc

AP-SOP 20.04v03 - SAP Webcyle and invoice workflow for clearing inquiries.doc

AP-SOP40 01V00 AP STANDARD AUTOMATIC PAYMENT.doc

MM tolerances for AP.doc

AP Cockpit error messages.xls

Companies and AP correspondents.xls

BuyPRO ERP MM improvement advance payment vEN.doc

AP-SOP 20.13-v01 AP - MIRO

(change the names and link them)(error)


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1. Objective and Scope

1.1. Objective of this Operation

The following gives you detailed posting instructions with regard to specifics which can happen in all invoices from foreign suppliers.
This document describes the local specifics on the handling of "autofature".

1.2. Scope

The procedure is currently performed for the following list of companies:


0270

Solvay Chimica Itália S.p.A

0279

Solvay Italia SA

5711

Solvin Italia S.p.A, Ferrara

5835

Solvay Solexis S.p.A

5894

Solvay Chimica Bussi S.p.A

5916

Solvay. Mare S.R.L.


Currently we have "Autofature" documents mainly for companies 5835 & 0270.


2. Definitions

See Finance Glossary:


3. Tasks description

3.1. Responsibilities

SBS PtP (change PtP)(error) department:

  • No actual responsibilities are on the run of this procedure are assign to AP although the AUTOFACTURA process is under AP scope of documentation.


SBS RtR (change RtR)(error) Department

  • All the tasks described in this procedure will be under SBS RtR (please change RtR)(error) responsibility.


Local department

  • Local Department should only contact Locals in case of Tax problems.

3.2. Autofattura (Reverse VAT Charge)

Link to detailed information:

  • Please refer to the correspondent section in AP-DOC 20.03v00 Overview Italian Specifics. (change name? link to the file)(error)

3.2.1. Introduction

An "Autofattura" must be issued by an Italian purchaser in certain cases of services supplied by a non-resident vendor. In these cases the service supply is deemed made in Italy and as a consequence, the Italian VAT is due and needs to be recovered. 
The application of an "autofattura" is ruled by the article 7 of the Italian VAT law DPR 633/72. 

The "autofattura" is required if a EC or extra EC supplier (no VAT subject in Italy) provides specific types of services within the geography of the Italian state to an Italian customer (VAT subject) such as:

  • Rent (see LOP "AP LOP 20 03 36 IT - Posting foreign invoices Use" – annex TAB. A) (change LOP to procedure?)(error)
  • Transport (see LOP "AP LOP 20 03 36 IT - Posting foreign invoices Use" – annex TAB. B) (change LOP to procedure?)(error)
  • Other services (see LOP "AP LOP 20 03 36 IT - Posting foreign invoices Use" – annex TAB. C) (change LOP to procedure?)(error)

3.2.2. Technical Features

Prerequisite

Prerequisite for the "autofattura" is that the company itself is represented by a supplier account, i.e. Solvay Chimica Italia is set up as supplier 402400002 in company code 0270.

Technical features

The "autofattura" is effectively a program which will create two documents on the supplier account based on the original document:

  • A credit note (asset posting) and an invoice (liability posting) if the original posting is an invoice.
  • An invoice and a credit note, if the original posting is a credit note. 

Only the first document is considered the true "autofattura" with document type R5. The second document receives document type R0.

Original document – document type

A characteristic of the original documents which require the issue of an "autofattura" is that they need to be posted with document types used for national and extra EC suppliers, i.e. for EC suppliers you need to pay attention to switch the document type:

  • All foreign intercompany invoices which require an "autofattura" must be posted with document type R0.
  • All invoices from foreign suppliers which require an "autofattura" must be posted with document type R2.

3.2.3. "Autofatture" in Solvay

CICC Intercompany business

Main part of the "autofatture" is raised for intercompany invoices (amongst others invoices/credit notes from CICC). 
Of those invoices only the "autofatture" for CICC invoices need to be created manually, the "autofatture" for other intercompany invoices are created during month end closure via a specific batch job. Reason is that the original invoices from CICC are posted manually and not via the CROCO-programs. (change CROCO?)(error)
For further information on the posting of CICC invoices for interests and fees please refer in team site to AP-LOP 20.04.09v00 - IT- 2.8.1 Supplier Case CICC. (change name? link to the file)(error)

3.3. I perform the posting of invoices which require an Auto Fattura

3.3.1. I run SAP transaction Z1F_ITAUTOF

1) Go to transaction Z1F_ITAUTOF 

2) Select "Create Output" 

 


3) Select variant of company – search for *0270* when doing the autofattura for cy 0270 and *5835* for cy 5835

Change the fields:

    • "Fiscal YEAR": put the year of the current month
    • "Posting Period": put the current month 
    • "Posting Date": put the current date


Process (F8) to generate the file


Choose the directory where the file will be saved and Select "GENERATE"


4) Exit for the transaction.

Open the file and make sure to make the following changes for the extraction of company 0270:

  • Change the document type from SW to SB in the column DocumentTy (Column D)

  • Change the document date and posting date format (in the file it will appear for example "20190218" and it should be "18.02.2019") in the columns DocumentDa and PostingDat (Columns E and F)

  • Add the GL accounts in the column G/LAccount (Column K) (the order of the GL account is always the same as shown bellow - the order of the posting keys is changed automatically when the file is originated)

    2220209900
    7640000000

  • Change in column amount "." to "," (Column L)
  • Add the cost center XR800SERVI in the column cost center (Column R) (always on the second line of the posting).

Save the file and change the name (add "1st post cy 0270" to not get confused)


After you save the 1st posting file, open again the file generated (without any changes made in the previous step) and make the following changes: (This is the posting that will generate the invoice)

  • Change the document type from SW to SB in the column DocumentTy (Column D)
  • Document date and posting date format (in the file it will appear for example "20190218" and it should be "18.02.2019") in the columns DocumentDa and PostingDat (Columns E and F)

  • Add the GL accounts in the column G/LAccount (Column K) (the order of the GL account is always the same as shown bellow - the order of the posting keys is changed automatically when the file is originated)
    7640000000
    2320200000

  • In the Column R replace the CostCenter to WBSElement and add the WBS I00270SDTI00270-1 (always in the first line of the posting)

Save the document and change the name (add "2nd post cy 0270")


Make the the same changes to file generate for company 5835:

Cost center is B7800SERVI

WBS is I05835SPTI05835


After all the changes, you will have 4 different excel files, two files for each company.

3.3.2. I upload and post Croco invoices

1) Once the changes are made and saved, go to the transaction ZZF_POSTING_FILE to upload the files:


Do in test run first to check if there is any error - In case there isn't, post the file. In case there is, check if every change was made correctly in the excel files.


For the 1st post of each company, save the documents numbers and there is no additional action.
For the 2nd post of each company run the CROCO for the WBSs:

I00270SDTI00270-1
I05835SPTI05835

Material linked to the invoice is: 20194723

Run the IDOCS and post the invoice receipts.

And after the invoice is issued and posted, settle the WBSs in CJ88.

3.3.3. I clear the accounts

1) Go to the transaction F-03 to clear the accounts

2320200000
2220209900

In companies 0270 and 5835

Select only the documents related with Autofattura the the invoice receipt - the Not assigned amount has to be zero.

Save the documents and go to FBL3N of these accounts in 0270 and 5835 to check if eveything is cleared.


2) Go to the transaction F-32 or F-44


Company

Customer

Vendor

0270

400002

402400002

5835

409015

402440392

0210

400014

402400006

5711

400023

402440312

1083

407491

402440239

5916

419069

406193550

5894

410294

402440444


For this specific clearing enter in FB05:

    1. Enter the document and posting date;

    2. The document type S1;

    3. Reference "AUTOFATTURA"

    4. The company code;


    • Select "CHOOSE OPEN ITEMS"


    • Then select the account you want to clear:

 


    • Process the open items in the account and select them.

At this stage the clearing will be unbalanced and we need to select the open items in the vendor account choosing "Write Off Difference" and enter the correspondent vendor account: 

 


Once all open items are selected it will be able to save the document:

 


As soon all clearings are concluded a mail should be send via case informing the team Leader or Expert so that procedure can be completed by them.

3.3.5. I change the status to "Complete"


1) Execute transaction Z1F_ITAUTOF 


2) Select "Complete" 

 

 

3.3.6. I perform the final check

Check in KSB1 if cost center B7D859 and XRD859 (with cost element 7640000000) have no impact. If the impact is 0 then it is correctly done.

If not, probably something missed to be processed (some RD04 for example, or some invoice was wrongly done).


End of document.