1. Objective and Scope

1.1. Objective of this Operation

I do the approval and management of the deals in Quantum and then confirm the details and execute the payments in SAP

1.2. Scope

Detail the scope (legal entities, etc.)

2. Definitions

Definitions should be added in the Finance Glossary - Add definition and link it to respective Letter in Finance Glossary 

See Finance Glossary:

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3. Tasks description

Below I will show you how I do deal management in Quantum. From the settlement of Deals, to Deposits, Commissions, NDF's ( Non Deliverable Forwards),...

I will also show  what to do when I need to reject a deal, what to do when there is a communication failure between Quantum and email or SAP.

It is important to emphasize that I must always pay attention to the details of the deals and also the cut off times.

We should check settlements with some regularity and for deposits I should do it around 10am (Lisbon time).

It is also very important to be in constant contact with the Front Office team (FO)  in order to be more efficient and above all to work as a team 

3.1. I control Treasury NDF transactions which are not confirmed.

3.1.1. NDF in error in Misys/Finastra

When I receive the email notification from Quantum (see screenshot below) I check in Misys if the contract has already been made by treasury or not.

If the treasury has not done it yet, I must take a screenshot of the deal in Misys and then send it to the the FO team asking them to do the NDF.

Mysis/Finastra link: https://www.finastracms.com/Treasury/Public/Login.aspx?ReturnUrl=%2ftreasury%2fprivate%2fmain.aspx

The user is always SOLVBE04 in uppercase, the password has to be changed every monthly.

Here I see that the NDF has been done correctly but  it does not match. In this case I have to click on our deal (OURS) and suggest the deal to be matched with (THEIRS)

After I will see the error that appears in red:

In this case I send an email with the print screen of the unmatched deal in the Financial Matching Fields to the FO team so that they can confirm with the bank how to to correct it. Either the bank will correct, or the FO team will tell us to confirm. In the event that the FO team tells us to confirm I will simply confirm via the button "Fix Ours" in Misys.  In the event that the bank must correct, I simply have to close and wait for the bank to correct it.

Note: Sometimes NDF is in error because of a decimal value. In cases the difference is less than 1€ I can accept the contract

Here I click on "Fix Ours" and then Save

After I click on  Save, the deal will appear as Matched.

After I can inform the FO that the deal is now matched.

3.2. I settle Treasury FX/MM transactions

3.2.1. Payments Via Quantum

3.2.1.1 Confirmations

All deals with pending confirmation status are shown in Quantum under confirmation. They disappear when they are confirmed in Misys (go to settlements after the deal is matched in Mysis)

If a deal is blocked in this transaction, I have to check in Misys what the problem is (maybe an error of the bank or the FO... deal not yet confirmed by one of the parties - in both cases the BO has to act...). I have to send an e-mail to the FO team so they can  why the deal is not matching.

To do it I have to go to Quantum>Processing>Confirmations>To be Confirmed EMEA

3.2.1.2 Settlement

In Settlements I can see the deals that have been confirmed in Mysis. Here I will confirm the deals in order to sign them in SAP.

To do it I have to go to Quantum>Processing> Settlements>EMEA- Back Office Settlements (NEW 22042021)

Here I see all of the deals, I have to select all and click on "Action"

After, I will see the confirmation that all the deals have been actioned. If for some reason, an error has been detected with one or more deals, I have to verify what is wrong with that deal.

After I validate all the deals in Quantum, two things should happen: 1. I should receive two e-mails notification from Quantum with the deals details to validate (IN and OUT); 2. The deals should also appear in SAP BCM to be approved and signed. Please note that some of the deal appear with "Auto Settlement", this means that they will not appear on the e-mails and SAP BCM as they are automatically settled.

Here are examples of the type of emails I receive:

IN- In yellow our corresponding banks as they are incoming amounts on our account

OUT- In yellow: the partner bank with its corresponding banker according to the currency of the payment.

These emails allow me to verify the corresponding banks plus they will be the support for the BO for the signatures in BCM. 

Then I have to go to SAP BCM BNK_APP and I see the payments for Quantum IN ad OUT. For each deal I must validate that the payment details are correct before I sign them (amount, currency, value date, beneficiary etc..). After validating the details I must select the deals, approve and then sign.

I already see the payments available to sign

I need to see the payment details for each batch and confirm with the details I have on the e-mail received from Quantum

After checking all of the Outgoing payments I select all and approve. After I do the same for the Incoming payments.

After I Save and Sign the batches

After signing I must go to SAP BCM BNK_MONI where the signed deals must appear in the "Payment Batch Created" state. 

I select the variant and remove our ID

If the payment was performed today I choose the 1 Day Option, if it was yesterday I choose the 2 Day option

I see that the payments have status "Payment Batch Created"

After (+- 15 minutes) the status should change to "Accepted by the bank". If the status doesn´t change, please see the procedure "Payment with Status U".

To ensure that the Quantum Payments are with status "Accepted by the bank",  every day I check of the payment status until 13h UTC. If any payments with same day value is not with status "Accepted by the bank", we must inform immediately the Front Office team and coordinate with them to instruct manual payments if necessary. 

Quantum Payments from Treasury Department (Cash Transfers)

Sometimes I also receive e-mail notifications of payments made in Quantum by the Treasury Department (cash transfers)
It is not necessary to make the settlement of these payments in Quantum. I just have to validate the details in SAP with the e-mail and sign in BCM SAP BNK_APP.

After signing I also need to confirm that was accepted by the bank as well.

3.2.2 Deposits Via Quantum

Usually around 10am (Lisbon time) and after validating the urgent payments from PSL vendors, the ones on the online banking and the payments in Quantum, I inform the FO team that they can start making the deposits. Once the deposits are made the FO team informs me via chat and share the print screen with the details of the deal (value, currency, maturity...). Then I validate the deals in Quantum: Processing> Settlements>EMES- Back Office Settlements Netting

It is very important that the deposits are made in Netting and not in the same filter as the payments (EMEA Back Office Settlement), because in Netting I will see only two lines: cash out and of the nominal and the cash in (nominal + interest) If the payment were made in the EMEA Back Office Settlement, I will see three lines: cash out of the nominal, cash in of the nominal, cash in of the interests. The latter is wrong as the bank will repay the nominal and the interests in one transaction. If this happens it will not match with the announcement  sent to the bank via MT210 and and I will suffer penalties.

For the deposits it is necessary to do the Netting go to the square menu (points) and choose EMEA Back Office Settlements Netting. 

Select the "View" : Action to pay

I must check the value dates of each deposit to be sure that the deposits of the day appear in our selection (the basic selection is + 7 days). If necessary replace the Today date + 7 days by the longest value date of the deposits + Run Query

I arrive on this screen:

Click on Run Query (to netting the deposits)

Select the lines and click on action to activate the netting

I need to make sure that for each deposit of the day I have 2 lines

I obtain this message which contains the number of operations for which we have done "Action"

After the process will be the same as the payments, I will receive the e-mail with the IN and OUT and I confirm the details in SAP BCM before signing. After I confirm in BNK_MONI that the cashflows have status “accepted by the bank”

I (TSU Specialists in charge of the settlement of the Treasury Deals) every day will confirm in 360T and EBB that Deposit have been correctly executed. To do so I will send an email to the Operation Manager from the Bo.ihb mailbox with the screen shots of the 2 systems (360T and EBB):

If deposits are not with status "Accepted by the bank" by the 13h (lisbon time), I must inform immediately the Front Office team and coordinate with them to instruct manual payments if necessary. 

3.2.3. Reject a Deal in Quantum

3.2.3.1 Reject a Deal

Sometimes I have to reject a deal in Quantum because it might have errors or has changed and. For example, this deal (436104) has changed and a new deal has been made (435486):

So I have to reject the deal 436104.

I have to go to Mysis and check if the deals were well done and the second one was well cancelled. Then I have to wait for the next day to verify that the deal is no longer there. If it is still there I have to select the two lines and then Match now.

I select the deal reject it through the option reject. It´s important to write the reason why this deal has been rejected.

3.2.3.2- Create and refuse a deal that was already done

When a deal has already been validated, but changes have been made before the value date, I must create a new deal in Quantum, but it is important not to sign the deal in SAP BCM to avoid double payment. Usually I receive an e-mail from the FO team indicating that a new deal has been created and not to approve it in BCM.

Example: The deal 420642 was deleted and replaced by deal 439335. So I approve the latter in Quantum and reject it in SAP.

So I need to go to Quantum>Processing>Settlements>Search for a deal

I arrive on this screen below and there I do as usual that is to say select and make action:

Afterwards it will appear with status ACTIONED

Afterwards I will receive the emails from Quantum to sign in BCM but I will not have to sign them as the payment and the related announcement would have been already sent to the bank. In this case there will be only the OUT movement for the JPY and no IN movement as the EUR will not be announced.

Once it will be in BCM I will have to refuse them. So I choose the amount and click on the small cross on the top left

Then Save:

Before entering the password I have to click on the pencil in order to put why I refused the amount in BCM. It´s very important to provide the reason.

Then I need to go to SAP BCM BNK_MONI in order to confirm that the deal was rejected.

After having the confirmation I can reply to the e-mail stating that everything is in order.

3.3. I reprocess Treasury FX/MM transactions already paid.

3.3.1. Deal deleted and recreated when payment is already made

Sometimes an already approved payment has an error in Quantum, so I have to create the deal again without approving it in SAP BCM to avoid double payment.
When this happens, I usually get an email from the FO team informing that they have deleted the existing deal and created a new one.
After receiving this email I should do the following:

Go to Quantum>Processing>Settlements> and on the right side of the screen choose the "Search for a Deal" option. I must insert the deal number shown in the email from the FO team in the "Deal Number" field

Then I should do the normal procedure, which is to select the two lines of the deal (IN and OUT) and select the ACTION option. I can verify that the deal went from UNATIONED to ACTIONED

Afterwards I will receive the emails from Quantum to sign in BCM but I will not sign them as the payment and the related announcement would be sent automatically to the bank.  So when I go to SAP BCM BNK_APP and select the deal, instead of approve it I will reject it.

Then I save it and do same process as for signing, but before doing it, I will write the reason why I are rejecting the deal

After I reject the deal, I must go to transaction BNK_MONI to confirm that the deal was rejected

After I should inform the FO team that the deal is now in order and that the deal was refused in SAP BCM.

Afterwards the deal will appear in Quantum> Processing> Confirmations. I must select the deal and reject it as well.

3.4. I settle Treasury transactions (Bonds, Hybrid, Commitment fees).

3.4.1. Bonds, Hybrid, Commitment Fees....

Sometimes either I receive an e-mail from the FO team informing that there is a pending payment of a fee, confirming the amounts and date or I see it in Quantum.
In any case I should always validate with the FO team if the fee exists, confirm the value and confirm that there will be no more changes before I can approve it.

To approve, I have to select the desired deal, select the button in the burger menu in the upper right corner and choose the option Approve.

Once approved, I can settle this contract in Quantum and send the payment to the bank by signing it in SAP BCM.

NOTE: if by mistake I approve the contract without having confirmed if the contract is terminated by the FO team, I will have an error message. So the deal will not be paid (which is normal because the contract is not terminated by the FO team) and therefore it will remain in Unactionned. In these cases, I do nothing, the deal will stay in Settlement waiting for everything to be ready to be approved.

After approval in SAP BCM ( BNK_APP) I should go to BNK_MONI to verify that the deal has been signed and accepted by the bank and inform the FO team that the deal has been completed on our side.

3.5. I reprocess a payment.

3.5.1. I reprocess a Payment from Quantum (Resent a payment that didn´t arrived into SAP)

Sometimes when I settle a deal in Quantum, I receive an e-mail notification informing that there is a problem of connection between Quantum and SAP PI1 and I cannot see the payment in SAP BCM BNK_APP. When this situation occurs, I should do the following:

I should go to Quantum> Processing> Settlements and choose filter "Search for a Deal" and write the deal number I want to reprocess

Then I select the missing deal line, go to the "Flow Status" option and click on "Actioned". 

I must then choose the option "Mark as Exception".  The EFT will become not created, so I will click the deal will change to "Unactioned" and status amended. Then I must click on Unactioned and choose the option "Action, EFT Not Created".

This will generate a new EFT that should be sent to BCM. Then I should receive the batch on SAP BCM BNK_APP and an email from Quantum with the data to sign. I should confirm that all the payment details are correct before sign.

After I also need to confirm in SAP BCM BNK_MONI that the deal staus is “Accepted by the bank“.

3.5.2. I reprocess a Payment from Quantum (When I don´t receive an email from Quantum)

Sometimes after settling payments in Quantum, the amount appears in SAP BCM, but I do not receive the e-mail with the data to confirm the payment.
Therefore I must perform the following procedure in SAP to obtain the data, confirm the details and sign the payment.

In this example I have received the batch for payment in SAP, but I have not received the e-mail

 I must go to transaction AL11 ( need to create a ticket to request authorization for this transaction)

Then I should follow the following procedure:  DIR_EXPLOIT>Quantum> OutputFromQT> EFT Payment> Archives

When I get to Archives, I should go to the bottom of the page, where the most recent batches are located:

When I get to Archives, I should go to the bottom of the page, where the most recent batches are located

By clicking on the most recent one, I can check the details of Quantum's last payment. Here I can see the value date, the amount and the name of the payee, and I can validate these details with what I have in the BNK_APP to validate and sign

After validating the payment details, I have to approve and sign the payment. After that I go to BNK_MONI to confirm that it has been validated and accepted by the bank.

3.6. I approve  contracts on the WorkFlow intercompany loans.

3.6.1. Approve contracts in SAP Business Workplace

One of the tasks of the BO team is to validate and approve contracts in SAP. Usually I receive an email from the FO team asking us to approve the contract

To approve the contracts I have to go to the SAP Business Workplace (SBWP transaction)

In the SBWP transaction I must go to Inbox> Workflow and then we see the operations "Release TR Transaction..."

Then choose a contract, double click on it and the contract information will appear.  Check all the relevant information (the partner, the amounts, the value date, the amount, currency, dates,...) then I click on button "Back" (green button).  

After clicking the button the system will ask if I want to approve or reject the deal

After I approve the contract we need to go to transaction TBB1 in SAP. If there is a reversal/cancellation (if any, it is indicated in the e-mail) I must go to transaction TPM10.

3.6.2. I post creation or deletion of intercompany loans- TBB1 and TPM10

3.6.2.1 TBB1

Due to accounting purposes, after approving the contract in SAP, I must go to transaction TBB1. I need to go to confirm that everything is in order in terms of Foreign Exchange, Deposits or Loans and SWAPS

I click on the "Get Variant" button and remove my ID name

After  choose the option choose "CHGE_CPT" and validate

I click on Execute

After everything is counted, it should appear this information at the end of the screen

Now I do the same procedure for "MM_COMPTA_JOB" (click on variant, remove our ID name, and choose the new option)

And I should get the same information:

Finally I should do the same process for SWAP_CPT_JOB  

And I should get the same information:

Now all foreign exchange, loan, deposit and swap contracts are accounted for and I can confirm to the Front Office team that the contracts were approved.

3.6.2.2 TPM10

In case there is a reversal/cancellation (if any, it is indicated in the e-mail we received with the request) I must go to transaction TPM10.  The procedure is somewhat the same as for TBB1.

In this case, I go to transaction TPM10

I click on the button "Get Variant"

And then I will have to choose one of this three options (depends on the type of contract)

After I choose the correct option, proceed and then I put the contract number on the transaction and then press "Execute"

I will the arrive on the screen below and we will also click on Execute

I will arrive on this screen and there I go to logs and message:

I click on the first one and choose "messages". There I will see the error messages, and I will need to take a screenshot and send it to the accounting team so that they can do the necessary manually. 

Here is an example of the email I need to send to the accounting team (is important the alert the FO team as well):

End of document.