Scope
ERP
References
Attachments
5. Add the link to attachments (to be stored in AODocs or GDrive) or external links
1. Objective and Scope
Explain how to retrieve the necessary information from the SAP for the report ' report bank changes VwF dd_mm_yyyy ' . Also it is explained how produce the report and how it should analysed. |
The report contains bank data modifications (creation, modification, deletion) requested via the Data Control SAP vendors´ workflow for a specific date and SAP manual updates. It is to be done on a daily basis (working days). The file is archived in the Google Drive - Internal Controls
This report aims to be an enforcement towards more effective control measures, regarding bank data.
1.1 Definitions
Fields existing in the Report:
Columns | Description |
|---|---|
Vendor Country | Country Origin of Vendor |
User | User that performed the change. WF-BATCH is shown if approval is automatic. |
Vendor number | Number of vendor |
Name | Vendor's name |
Bank country | Country Origin of Bank Account |
Bank key | Bank Key |
Account number | Bank Account Number |
Change type | Type of Change: I (Insert), E (delete), U (update) |
Date | Date Processed |
WK Req. 1 | Request Number |
WK user | Requester User name |
| WK user id | Requester User ID |
DIA Validator | PM Validator User ID |
Data controller | Data Operator User ID |
| Target system | SAP system (PF1, PH4) |
Valid Document | Editable - existence of document (to be classified as Ok / Not Ok / - ) |
VAT Checked | Editable - VAT matches or not or doesn't apply ( Ok / Not Ok / - ) |
Duplicate Bank Account | Editable - Bank details duplication's found ( Ok /Not Ok/ - ) |
CC Confirmed | Editable - Correct/incorrect/nonexistent confirmation of the bank details ( Ok / Not Ok / - ) |
Bank Details Checked | Editable - Bank details correctly inserted according to all existing data ( Ok / Not Ok / - ) |
Comments | Editable - If bank details were correctly/incorrectly updated ( Ok / Not Ok / other comments) |
Verified By | Editable - ID of the person who checked the update |
TL Comments | Editable - Same as in comments but inserted by TL/person in which TL delegated |
TL ID | Editable - TL ID |
2. File extraction
2.1. Manual extraction - Transaction ZZR_LIST_CHG_BANK_VC
In SAP system PF1_050, the Data Controller should enter the transaction ZZR_LIST_CHG_BANK_VC:
Once inside the transaction, select the time period in the fields 'From date' and 'Date until' (e.g. 12.08.2008). Also, as the reports concern Vendors' modifications, tick the options:
- Execute for vendors;
- Download vendors data.
Finally, choose the path where the the vendors download file should be placed. The name of the file should be ‘Report Bank changes VwF XX.XX.XXXX.xls’ (where XX.XX.XXXX is the date selected).
Click on execute 
.
The following list appears.
With the presentation of this list in SAP, it implies that the list has been downloaded into the Excel file mentioned above, thus the file can be opened for formatting and analysis.
Open the program Excel, and on the file tab choose ‘Open’. Double click on the excel files created. The following window should appear:
Click on ‘Next’. Now choose ‘[none]’ in the ‘Text Qualifier’. Click on ‘Next’.
The fields ‘Bank key’, ‘Account Number’, ‘Control key’ and ‘Bank type’, should all be classified as Text:
Afterwards, click on ‘Finish’.
Before formatting the cells of the file, delete the columns with titles from 'WK Req 2' to 'WK Req 9'and insert columns "Valid Documents", "VAT Checked", "Duplicate Bank Accounts", "CC Confirmed", "Bank Details Checked", "Comments", "Validated By", "TL Comments" and "TL ID".
When formatting the excel file, the following should be done:
- All the cells should be centered;
- The titles should be in 'Bold' with a Fill Color of orange;
- The titles should have an Auto filter
Select the entire column ‘Account Number’ and format the cell to ‘numbers’ (without decimal places). After this, create a copy of the worksheet and place it in last on the worksheet tabs. Also rename both worksheets:
- The first should be re-named to “RepBank changesVwFXX.XX(D&A)” [where XX.XX is the date of the retrieval selected];
- The second worksheet should be re-named to “RepBank changesVwFXX.XX (Others)” [where XX.XX is the date of the retrival selected] and it will concern all the other modifications processed outside the D&A EMEA team (manually done by other users).
Inside the first worksheet, on the ‘User’ column, filter in order only to appear the WF-BATCH user (when EMEA country scope) and all the users ids from D&A EMEA team.
Inside the second worksheet, on the ‘User’ column, filter in order to appear all the users not from D&A EMEA team and the WF-BATCH user (when APAC, NAM and LAM country scope).
2.2. Automation Report Bank Changes
This chapter shows how to create the Daily report of bank changes file automatically (file with Macro).
Go to Google drive and download to your computer the folder "Automation".
Inside the automation folder you need to open the "Master File_Cat", it's the file with Macro who will generate the report:
Once inside the file, ALWAYS press "Enable Content" (Warning in yellow on the top).
Now you only need to update:
- the date (previous day);
- and choose the team members at the office. The ones in the office insert "yes" and the ones out of office leave empty.
Note: Ensure that the date is correct before generate the report.
When all the updates are done, press "RUN".
This will generate two files inside the folder "Reports" (One for Vendors Team and another one for Customers):
- Report Bank Changes VwF_21_08_2019
- Report Bank Changes CwF_21_08_2019
After the files creation, check if the formatting is OK and then save them here in Google Drive.
At the end, send an e-mail to the Team with the Report Bank changes of the day:
2.2 Report Controls, Publishing and Archiving
2.2.1 Controls to Perform
Describe controls and respective actions to be performed to on the report results.
Note 1: The analysis made only concerns the WB-BATCH or "(D&A)" sheet.
Note 2: Controls described in this section, must be executed by an user differerent from the user responsible to perform the actions described in the following section.
Control of Vendor with more than one line | Vendors with more than 1 line entry. In the example below 6 vendors are found.
For each vendor, all workflow entries should be the same. If not, contact IS for report development. Normal vendor duplicate entries (same vendor and workflow number) are caused by:
|
|---|---|
Control of old WF's | In the 'WK Req 1' column, the requests that have an entery number significantly lower than the majority of the exiting ones, should be analysed.
Check if the workflow/manual update was processed on the respective report date. If not, contact IS for report development. |
Control - Scope of Countries | For the Vendor countries, check the ones processed in EMEA region, if they were processed by the SBS Data Controller. For Customers, check 10% of: all the modifications performed via WF (WF-BATCH) and as from September 2016 of all the manual modifications (by Data Controller user ID) |
Control – Data Control Procedure | Check if the bank types modifications respect the procedure. If they do not respect the procedure contact the SBS Data Controller responsible by the request to analyse why such modification was approved. In case of error, place a comment in freshdesk ticket or request change by chat. |
Control – Valid Document | Check if Bank details were updated according to supporting document and an identified/valid trigger. |
Sorting File by Data Controller | Sort all records by Data Controller Select Data Sort and:
|
|---|---|
Filter File to allocate verification | Select Data Filter AutoFilter:
Select all records that began with PT in column "Data Controller": Now, we have a file with all the WF's processed by Data Control and sorted by Data Controller |
Rule for verification allocation | Split file by Data Controler number to be sent to a different data controller for verification. See attached example of verification distribution. Data Controller cannot verify changes made by himself, both for manual updates and WF.
Note: For Customers, the verification made is only of 10% of the total changes performed on the previous working day, usually performed by the Team Leader or backup for the task. |
Selection of WF's | Select WF's to verify on Column "WK REQ 1" or vendor/customer number in corresponding column (freshdesk ticket to support the update is recorded in "Comments' field of master data).
|
Check of Bank Details | Confirm if bank details in Case and in WF / master data are equal Case WF |
Bank details duplicate | Check if bank details are duplicated using SQ00 transaction (user group GAC-DM; query ZZ-VEN-BNK-ACC or ZZ-BA-SEARCH-C) |
VAT Check | When possible check if VAT in documents received matches with information in WF / ticket |
| Comments | If all checks are correct, WF / manual update supported by documents. At the end, WF / manual update, supporting document and report must all share same banking information. If so, each columm related with each check identified should be inserted "OK" and in column "Verified by" the identification of the Operator that did the verification. |
Comments | If for any reason the bank changes were done incorrectly, insert "Not OK" in Column each column where verification detected incorrect update and the identification of the Data Controller that did the verification on column "Verified By" Verifier must inform Team Leader and request correction of information incorrectly approved. |
File Save | Information of verification must be collected and integrated in file "report bank changes Vwf_xx_xx_xxxx" or "report bank changes Cwf_xx_xx_xxxx" |
Sharing the Report | The report is shared in Google drive to all team members - Internal Controls |
2.2.2 Confirming, Publishing & Archiving
Explains how to control the actions performed in the previous section and to publish & archive the report. Follow the steps below.
2.2.2.1 Confirming
A 2nd independent user (Team Leader or backup) from the user responsible by the tasks described in the previous section, must confirm that all the controls were performed and do a random check (10% audit) with comments. All errors pointed out in first check should be analysed in this 10% control check. - once a week.
The lines audited are highlight in red and have a comment in column TL Comments