1.Objective and Scope

1.1 Objective of this Procedure

The purpose of this document is to have a detailed procedure how to control the assignment of third party supplier payments and agents, which are sent for factoring process in PF1 and WP1 environments.

Also describes the roles and responsibilities of each Actor in this process. 

Definitions should be added in the PtP - Glossary 

1.2 Scope

This operating procedure applies to all suppliers, customers, agents and miscellaneous creditors documents (invoices and credit notes) with factoring allowed (to be factored to CICC).

2.Definitions

3.Roles & Responsibilities of each Actor

D&A is responsible to control all documents blocked in the Factoring Monitoring with the following error messages related to master data issues:

This control should be done in the morning and in both systems PF1 and WP1.

4.Procedure

4.1 Description of the SAP transaction Factoring Monitoring

Factoring Monitoring daily report is used to analyse possible errors in factoring process and to insure that errors are corrected before assignment to PI1 system.

4.2 How to do the factoring extraction

1º Step

Launch transaction Z3F_FA_OI_MONITOR - Factoring monitoring 

Before launch please select:

• Vendors / Customers / Agents
• All remain fields don't need to be changed

2º Step

Click  and the following information will be generated:

All new documents in Factoring Monitoring Tool are blocked with Payment block "Y", is an automatic payment block set by SAP System which is temporary and indicates that no action was taken on document. That means that document will remain blocked on the list until is treated.

Please be aware that all documents with flag on Urgent or VIP column have priority on documents treatment because they have a big impact in supplier satisfaction and in SBS image.

Same document can be blocked due to several block reason.

During analysis, there two possible scenarios:

• If everything is ok,  document is released and the payment block "Y" changes automatically to "D" (green light)
• If modification/update/correction is required, Payment block "Y" will change automatically to Payment block "X" (yellow light) and document will be blocked until block reason is solved. Payment block can also be inserted manually if we use  button depending on the actions taken that will be described further on in this document.
• Is also possible to create a variant with the companies and errors to be checked.

4.3 Description of the error messages

4.3.1 Check vendor master data payment block (Factoring)

Description

• Vendor is blocked for factoring due to the payment block in the master data.
  

Action

• Check the payment block in the vendor master data.
• If there is a new supplier account that should be used instead of the blocked one.
• If exists any Freshdesk ticket with instructions to block vendor in factoring.
• If an alternative supplier cannot be found and supplier account is correct please unblock the account and select 

• After selecting the button Release please add a simple explanation starting with "DA:"

• If the supplier account is incorrect, use button :

An email will be sent to Freshdesk in order to request the correction.

In the additional note insert all relevant information that should appear in Freshdesk Ticket.

4.3.2 Partner does not exist in the factoring company (General)

Description 

• The partner is not yet created in the factoring system (PI1) 
  
  

Action                 

• Check if there is a new supplier account that should be used instead of the one used.
• If an alternative supplier cannot be found and supplier account is correct please transfer the account to PI1 system. After done select 
• If the supplier account is incorrect, use 
• Afterwards send the document to  in order to remove the block "X" and allow Helpdesk Team to proceed with the correction

4.3.3 Partner does not exist in the factoring company (company code)

Description 

• The partner is not yet created in the factoring company. 
  

Action                 

• Please proceed with creation of the vendor in the factoring company.
• After done select 

4.3.4 Partner is blocked for posting in the factoring company

Description 

• The partner is blocked for posting in the factoring company.
  

Action                 

• Check if there is a new supplier account that should be used instead of the blocked one.
• If exists any Freshdesk Ticket with instructions to block vendor in factoring company.
• If an alternative supplier cannot be found and supplier account is correct please unblock the account and select 
• If the supplier account is incorrect, use button 
• Afterwards send the document to  in order to remove the block "X" and allow Helpdesk Team to proceed with the correction.

4.3.5 Partner is flagged for deletion in the factoring company

Description 

• The partner is flagged for deletion in the factoring company.
  

Action                 

• Check if the partner is flagged for deletion only in factoring company, please un-flagged in factoring company (PI1 system) and 
• If the partner is flagged for deletion also in PF1 or WP1 system, please confirm if there is a new supplier account that should be used instead.
• If supplier is correct please un-flagged supplier in PRS system and 
• If the supplier account is incorrect, use 
• Afterwards send the document to  in order to remove the block "X" and allow Helpdesk Team to proceed with the correction

4.3.6 Bank country with embargo

Description 

• There is an existing embargo on the country of the bank where the payment has to be done.
  

Action                 

• Create a ticket PtP helpdesk to check if the invoice can be paid on another bank account existing in the supplier master data.
• If document cannot be paid on another bank account existing on supplier master data, please contact legal department and request advice how to proceed

4.3.7 Document with factoring but no factoring in the master data

Description 

• The document has Factoring House bank but partner Master data has value “no factoring allowed”.
  

Action                 

• Please confirm is the supplier used is the correct one. If yes, please create a Freshdesk Ticket to PtP helpdesk to check if the documents can be factored or it will be paid locally.
• If supplier is to be factored, please insert FACT in house bank field.

4.3.8 No payment method defined in doc and in MD

Description 

• There is no payment method defined in document neither in supplier’s master data.
  

Action                 

• Please confirm if the supplier used is the correct one. If yes, accordingly with invoice information or any Freshdesk Ticket please insert the supplier’s master data with the correct payment method.
• Once supplier’s  master data is updated, release the document blocked in factoring monitoring tool selecting 
• Document will be blocked with X, select document line and 
  

Exceptions

» Direct Debit - Choose 5 and send to Local Payment

» BG - Payment Method is always 1

» Intercompany - See in PI1 if is paid by CICC

4.3.9 Vendor with more than 1 payment method

Description 

• Vendor has more than one payment method defined in master data.
• This error only appears for WP1 system. These vendors are supposed to have only one payment method.
  

Action                 

• Once supplier’s master data is updated, release the document blocked in factoring monitoring tool selecting

• Document will be blocked with X, select document line and 

4.3.10 Partner not mapped

Description 

• The link between RCS partner and PRS partner is not working
  

Action                 

• Please confirm if the supplier used is the correct one. If yes, accordingly with invoice information please link with correct PRS supplier and select 
• If the supplier account is incorrect please create a freshdesk Ticket and request the correction 
• Afterwards send the document to  in order to remove the block "X" and allow Helpdesk Team to proceed with the correction.

4.3.11 Bank type missing

Description 

• No bank type defined in doc or in master data.
  

Action                 

• If supplier has bank details on master data and corresponds with the one on invoice image, please select 

• Document will be blocked with X, select document line and 
• In case of No bank details on vendor master data, create a Freshdesk Ticket using

4.3.12 Partner bank type details not aligned between systems

Description 

• Bank details are not the same between systems
  

Action                 

• Check bank account in PRS and align with PF1 and WP1

• Document will be blocked with X, select document line and 
• In case of No bank details on vendor master data, create a Freshdesk Ticket using

4.3.13 Discrepancies in trading partner between systems  

Description 

• Different Trading Partner between PRS and PF1/WP1
  

Action   

• Check the trading partner in PRS and align both systems             
• After done select 

4.3.14 Partner bank type doesn’t exist in WARP  

Description 

• Bank details selected while posting doesn’t exist in WARP / 0231

Action                 

• To review this message the following checks must be done:
• Confirm with invoice image or Freshdesk Ticket case and select 

• Document will be blocked with X, select document line and 

4.3.15 Company Code not mapped

Description 

• NO link between RCS company code with PRS system.       

Action                 

4.3.16 Alternative payee stored in company code view

Description 

• Vendor has alternative payee active at company view PI1
  

Action                 

• Go to PRS and delete the Alternative Payee
• After done select 

4.3.17 Check vendor master data payment block 

Description 

•    Vendor blocked for payment "A" in PF1 or WP1
  

Action         

• Confirm if any Freshdesk Ticket has been created with this request, if yes select  and inform Helpdesk Team

Main content of the procedure