1

First use of this bank account number

A first check against the report issued by the Data Control Team of bank accounts created is being done. If not available, an outbound is requested to the Contact Center and once the confirmation is received, "TREATED" is given to CICC or new bank details are requested via WF.

Once the posting is perfomed and considering that posting is only possible after confirmation from the Data Control Team, "TREATED" to CICC should be the only check against the invoice. If no bank details are available on invoice, then it's automatically "TREATED"

GAC: POSTING of invoices should be immediately done upon receipt. Invoices are blocked for payment until confirmation of bank details.

2

This bank account number does not exist

An outbound is requested to the Contact Center and once the confirmation is received, "TREATED" is given to CICC and new bank details are requested via WF

Request the Contact Center to proceed with the outbound (with a specific template) advising that the bank account is inexistent.Forward the WebCycle of the already posted invoice to the Data Control Team.

3

IBAN mandatory but not found

If the IBAN is indicated on invoices, communication to "CICC, Pass" requesting the update in the PI1 system.In the case the IBAN is not on the invoice, an outbound is launced and the WF will be created to insert the IBAN.

not active

4

Identical invoices (amount, currency and references)

On of the possible causes for this error is a refund due to incorrect bank details.
In this case, the outbound procedure with the Contact Center is required.

In the case that this would be related with bank details, request the Contact Center to proceed with the outbound (with a specific template) advising that the bank account is inexistent.Forward the WebCycle of the already posted invoice to the Data Control Team.

5

Missing bank account (additional message not from Pre-F110)

In this situation, a check of the invoice to see if the bank detail is available is done.
In the case that it is not available, an outbound procedure is followed with CICC and after confirmation, creation of the WF is done.

In all cases, request to the contact center to proceed with the outbound and forward the document via WebCycle to the Data Control Team

10

Bank account not used for more than 1 year

Confirmation with the invoice if the bank details match and "TREATED" to CICC.In case bank account is not available, an outbound process is done.

Same as current scenario

6

Alternative Payee

No coverage for this situation.
The way to detect is via an invoice (usually with a sticker or stamp printed on the layout) or via a valid document (defined at header level) sent by a Factoring Company, informing that a specific supplier sold to him a specific invoice, or all future invoices.In the case that the permitted payee field is not already available, an outbound from the Contact Center is requested and the WF is sent after confirmation.

In the case that alternative payee is available as a supplier in the master data, but not recorded as permitted payee, SBS AP then create a request in the workflow.If permitted payee is available but bank account is not, then directly contact the alternative payee to request an SBI for confirmation (in this case, AP will have to write down the vendor number and the permitted payee in the subject field of the ticket)In the case the permitted payee is still not in the system, creation will be requested to the local Finance Management.

In the case the permitted payee is still not in the system, creation will be requested to the purchasing network as this is currently the case (and NOT to local Finance Management).

7

Concesion of an invoice to another supplier (bank account not available)

Same as above (6)

Same as above (6)

8

Overdue invoices / Pending volume

In the case of no response received from the supplier after 2 notifications, the case is escalated to MSP teams as owner of the vendors' master data.

After  a period of 6 days since first request is done, a notification to the supplier will be sent, a 2nd notification will be sent after 10 days and a 3rd one after 30 days. After this period, if no confirmation is received, it will be necessary to communicate all cases over 30 days notification to local MSP teams in order to ensure that when suppliers contact the sites, they are informed about the delay being related with the lack of confirmation.

11

Miscellaneous Creditors

Submitted through EPWF or PRARIE and being paid based on Financial approval

In the case of an urgent payment, follow ref 12.In the case there is a different bank account between the invoice and the EPWF follow ref 5.

Typology of miscellaneous creditors to do

12

Specific urgent requests

Contacts directly done with AP to proceed with payment of urgent invoices

Predefine a rule that information needs to be sent by a finance manager being part of the official list of Finance Managers to the Data Control Team. If the Finance Manager is not available, escalate to GAC

9

Bankrupcy / Blacklisted supplier

No action from SBS.Responsibility delegated to local sites.

Considering centralization and added value to concentrate information, the POW team supports the possibility for AP to have access to the Vendor Master data only for the payment blocking of the vendor (remaining fields to be maintained as display only).