Objective and Scope

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.

Definitions

Fields existing in the Report:

File extraction

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). 

In the end add a third tab named "Definitions", with this data:

The file needs to be uploaded in the Google drive.

Then, split file by Data Controller number to be sent to a different data controller for verification. Data Controller cannot verify changes made by himself, both for manual updates and WF.

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:

Report Controls

Note: The analysis made only concerns the WB-BATCH or "(D&A)" sheet.

Note: Controls described in this section, must be executed by an user different from the user responsible to perform the actions described in the following section.

Controller check

• Valid Document

A Bank account inserted through a Vendor Workflow Request do not need a confirmation document. Nevertheless when it is handled through a Freshdesk ticket it is mandatory.

The document needs to confirm the suppliers Name, Address, VAT ID and bank account (example: an invoice).

• VAT ID checked

The VAT ID must be checked when a document is provided. It can also be confirmed on a suppliers email.

• Duplicate Bank Account

Check if bank details are duplicated using SQ00 transaction (Query areas - standard area; User group - GAC Data Management; Query name - ZZ-VEN-BNK-ACC).

Note: vendors from the same group can have the same bank account.

• CC Confirmation

When based on a Freshdesk ticket a bank data update needs to confirmed by the HelpDesk colleagues. They perform the outbound and confirm the data directly with the supplier using valid contacts (available in the vendors master data or on a official website from the company).

The HelpDesk team outbound can be performed up to 3 times. In case of a telephone outbound the name of the person contacted must appear on the ticket.

Note: The Helpdesk cannot send bank details to the supplier. This action will invalidate the confirmation.

• Bank details checked

Entering a system bank account follows certain rules. In this column it is needed to check the format whether the account format you entered complies with the rules (EMEA - Vendors BANK DATA).

• Comments

The final conclusion is inserted here. If the bank details were correctly or incorrectly updated it is inserted OK or NOT OK with a comment if necessary.

A NOT OK is always analysed between the user responsible for the introduction and the control user. In case of doubts the Team Leader is called to clarify the procedures.

When inserted a NOT OK an email needs to be sent to the TL explaining the situation.

• Verified By

In this column the user id of the controller will be inserted.

Particular situations

Bankruptcy

The bankruptcy cases are presented by the CC Legal. 

Contacts:

• Germany: Martina SCHOE
• Italy: Marco BAGNOLI
• Spain: Belen Fernandez CORRALES
• United Kingdom: Jyoti JAKHU
• Belgium: Greit de PESTEL
• France: Nadine RIOUT
  
  

Reference "BANKRUPTCY" should be added in "Ref. Details" field when updating a bank account which belongs to a Lawyer, Fiscal Entity, etc which is authorised to receive the payments on behalf of a specific supplier with financial issues (the same is applied in case of use of a permitted payee). All the old bank details must be removed from the vendors master data.

Correction of a bank data

Letters or e-mails received from our bank, informing us about a change of a bank key account belonging to a vendor, are sufficient proofs to proceed with the change without additional controls. The proof should be attached in the request.

Intragroup

The bank details must be preceded by the approval of the CAM (Company Accounting Manager). The list of CAMs can be found in the GAR companies list. 

Some bank accounts can also be confirmed in the SOLIA portal - CICC bank accounts Customers & Vendors.

Miscellaneous vendors

The vendors classified as ZZCD (miscellaneous creditors) have different bank update flows depending of the service provided:

• Associations, Donations, Quotations, Compensations the bank data confirmation follows the roles of a standard vendor (3 outbounds);
• Governmental, Institutions or similar:
  • needs to be confirmed by the CAM when provided by the supplier;
  • when requested by SOLVAY users and the invoice (or any other document) is provided it is updated without confirmation.

New outbound procedure

Situations where it is not possible for the Contact Center team to confirm the bank account available on the invoice the DATA team can proceed with the bank data update if one of these two scenarios presents:

• the supplier do not have a bank account in the data base;
• bank accounts available in the vendors data base have different currencies.
  
  

The update must be reported to the local responsible for the vendors creation with the following data:

"Vendor XXX has been updated with bank details, as in attached document, without succeeding in an outbound validation with the supplier."

Re-introduction

Bank accounts removed as a consequence of a data cleaning can be re-introduced when there is a request stating that this account is still valid.

Rusvinyl

All bank details update requested by our Rusvinyl colleagues do not need outbound. 

Shipping / Chartering

Chartering and Shipping suppliers can be identified on the field Search Term 2 (CH, SH). The bank data update of this vendors is considered urgent and must be preceded by the approval of a Logistic Manager (Contact Center outbound is not applicable).

The Logistic Managers are: 

• East Europe and Middle East: Jean Paul SICCARD;
• Bulgaria: Radka Ruseva PATALOVA and Yanichka Damyanova PETROVA;
• West Europe: Petya TSEKOVA

Useful information

• Outbound flow:

• Useful websites:
  • https://www.ecbs.org/iban.htm
  • https://www2.swift.com/bsl/index.faces
  • https://fxtop.com/en/countries-currencies.php