1. Objective and Scope

1.1. Objective of this Operation

The objective of this procedure is to post the bank movements extracted of the Home Banking Accounts.

The movements includes: payments (Tax, Social Security, Vendors not assign to CICC), Cash Collection (receivables not assign to CICC) and Cash Pooling.

1.2. Scope

This procedure is applied for the following companies:

• 0270: Solvay Chimica Italia
• 0279: Solvay SA
• 5835: Solvay Speciality Polymers Italia
• 6277: Solvay Energy IT
• 6306: COGEN Spinetta 
• 6328: COGEN Rosignano
• 8090: SOLVAY SOLUTIONS IT

2. Definitions

See Finance Glossary:

• CAM
• CICC

3. Tasks description

3.1. Periodicity

Extractions and Postings:

• Outside closure: Every Monday, Wednesday and Friday 
• Inside closure: from D-4 ill D+1 where all the movements of the month should be posted.

Checks: (to be performed after the Cash pooling)

• Inside closure: from D-4 ill D+1 where all the movements of the month should be posted.

3.2. I extract the bank statement

3.2.1. Inbiz Portal:

• For access go to Link

Insert your credentials on right:         

Insert credentials in fields: USER ID + PIN CODE and press enter. New screen will appear.

Insert OTP code provide by tokken.

Change language to ENG.

For the movements go to Products → Accounting Information → Current Accounts

Click on “Current Account”.

Select “Number of account entries”.

Choose the respective bank account and the period.

Click on account(s) you need.

Extract in excel to update bank reconciliation and in case of need the pdf.

3.2.2. I post the cash pooling

3.2.2.1. I extract the cash pooling from Homebanking INBIZ

From Inbiz Website we are able to extract specific TXT file for automatic postings of cash pooling, commissions and bank guarantee (fideiussioni).

Go to Utility → Import file → New flows download

 Click on new flows download:

In tab Download Flow Reservation, select Company, then date of extraction and status. Its recommended to select status Reserve for Downloading, to avoid duplication, however, if its necessary to re run all movements, choose ALL(Reserved and To Be Reserved for Downloading).

Select all lines.

System will automatically transfer to second tab, if not press the tab.

Select Download in the line that have status To be Downloaded. System will download a file that will be used to enter in SAP.

3.2.2.2. I upload the cash pooling in SAP

Cash pooling movements are posted in automatic way using the SAP Transaction below:

• Z1F_IT_ZIFRIPBA_SPI  

Run transaction and call variant

And choose the correct one:

0270 → 0270 S.PAOLO I

0279 → 0279 S.PAOLO I

5835 → 5835 S.PAOLO I

6277 → 6277

Automatically, the variant will fill all the fields as shown:

Run transaction and select the file extracted previous on Inbiz Homebanking.

The output will be:

After, go to transaction Z1F_IT_ZIFMI004.

• Z1F_IT_ZIFMI004

Enter transaction, paste the “output file name” copied on previous transaction and run:

• SM35

Afterwards, go to transaction SM35, select the session name “MICxxxxBCA”, where the xxxx is the company code. 

As mentioned before, all movements of cash pooling, commissions and bank guarantee (fideiussioni) will be booked.

3.2.2.2.1. Cash pooling posting scheme  

This transaction is replicating, with opposite sign, all movements in Open items in bank account 

(50xxxEURxx) and post it a G0 document with this scheme:

• 50 or 40          50xxxEURxx (bank account)
• 40 or 50          591eurXXX( company code ) 

3.2.2.2.2. Commissions posting scheme

As cash pooling, the posting made by the system will post with opposite sign the open items registered in bank account with a G0 document type:

• 50        50xxxEURxxx
• 40        65909XXXXX
  
                     6509000020 → related with Maintenance of bank account
                     6599000400 → costs of transfer

List of cost centers to use:

• . 0270 - XR800CPFIN
• . 0279 - YU88000001
• . 5835 - B780008045
• . 6277 - 4XDGF
• . 6306 - 4UFGF00001
• . 6328 - 5G32326900

3.2.2.2.3. Bank guarantee (fideiussioni) posting scheme

As the previous one, bank guarantee will also be post with opposite sign as shown on bank statement with G0 document type.

How to recognize a bank guarantee in your statements?

Is in the fifth column with the code "ZP - Commissioni e Spese su fideiussioni" as below:

To know in which company to input the guarantee, there is in the bank description a number with 6 digits to help us.

With this number, go to the Bank Guarantee List database and the information will be available.

Or

50        50xxxEUR20

40   7590000000 (if it’s external company)

 In this case, we need will insert a WBS

After, Intercompany team will settle that WBS and issue the invoice.

3.2.2.3. I resolve the issues

It can happen that the description of the movement is not recognized by the database because the description is absent. In this case you can follow one of the following step:

• Using SAP transaction FBL3N and checking the Bank G/L Account (50XXXEURXX), look at all the bank movements of the previous year, to check if there is a movement containing the same description.
  
  
• Using SAP transaction FBL3N, look at all the bank movements of the previous year, to check if there is a movement with the same amount.

Or, if reading the description you realize that the movement is the payment of a vendor,

•  Using SAP transaction FBL1N, check if a vendor with the same name is existing and if the related open item is present.

Or, if reading the description you realize that the movement is the cash collection of a customer,

• Using SAP transaction FBL5N, check if a vendor with the same name is existing and if the related open item is present.

If you are not able to find any other movement that, in one way or another is related to an old posting, copy the line in the Google document, so that the locals may inform which the correct account to be use.

For F24 movements, use file “Posting banche 24”. Go to the home banking Intesa for detail. For each company there’s a sheet.

In the sheet there’s several code or a group of codes (found in the home banking) that will be link to an account (for new codes contact local).

 In homebanking:

Go to Products → Payments → F24 payment

Select tab Past Records and Outcomes:

Select tab Show all, select company and date.

In the end check if the posting key reflects the movement made in the bank.

• IMPORTO DEBITO-50
• IMPORTO CREDITO - 40 

Attached the image to the posting.

3.2.1. BNL portal

• For access go to Link
  
  

           Insert Credentials in fields USER and Station Data and press LOG IN. Password will appear afterward.

Following screen appear:

3.5. I perform the checks

In the end of the month and after the posting of the cash poolings, all the accounts must be balanced.

1) In FBL3N, choose the account related to the bank account and check if its balanced. If not, find the reason for the unbalanced.

On D+2, if some movements aren’t done for missing feedback from locals, post the remaining movements on account 2740000000.

Once a week sent an information email (for all companies) to the locals, with the doubts, provide by company the number of doubts.

2) Monthly check: check whether balance in SAP is matching with the bank statement. Fill in this ----  (to complete?)

3.6. I perform the bank reconciliations

Follow instruction in the template BANK_RECONCILIATIONS PROCEDURE (add link) 

End of document.