Tasks to be completed when documenting an operation (from creation to publication)

 1. Enter the Title of the operation / page

2. Add the following Labels : 

    • Scope of applicability: ww, country_accounting 

    • Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore, new_zealand, emea_transversal, apac_transversal

    • Unit and Domain according to the List of labels to be used in the Finance Service Line space

      • E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
        • Labels to be used: ww, financial_accounting, central_fin_proc_compliance

      • E.g. 2: France Operation in Financial Accounting:
        • Labels to be used: country_accounting, france, financial_accounting
          (for country operations, the Domain is always country_accounting)


3. Fill in all fields as described above

4. Name the title of each section using OPD methodology naming convention - Infinitive verb without the “to”, mainly action verb...something) - " I do something..."

5. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 


Domain: Treasury Backoffice

Responsibility area: Transmission of payments instructions to banks

Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)


Scope

3. Remove the icon when not applicable

Please remove the icon when not applicable.


ERP

4. Remove the icon(s) when not applicable

Please remove the icon when not applicable.
Frequency

5. Remove the icon(s) when not applicable

Please remove the icon when not applicable.
References

6. Add the link to SAP transaction(s) (when it exists)



Forms

7. Insert the links accordingly and change the link text with the Form name



Attachments

8. Add the link to attachments or external links




Previous operation << >> Next operation



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:

  • ...


3. Tasks description

WHAT and HOW - Main content of the operation

The content should be mainly organized in 2 levels of Headings to ensure a proper link with the Table of Contents.

Select the level of heading in the "Paragraph" option.

3.1. I reprocess a payment from Online Banking not received in BCM.

3.1.1. Payments that don´t arrive in BCM from Online Banking


When one or more amounts from online banking do not arrive in BCM, we have to go to SAP> transaction F111> Set the current date


When we try to enter the date in the "Run Date" space, we have an option next to it to add more information (a square right next to it). We should click on that square and define the time window.



After clicking the green arrow, we will arrive on the below screen: There we notice that the two payments are not counted ( cycle de paiement execute) . We take the numbers of the payments in Executed Payment Cycle (to be able to copy the settings when we restart the payment)



Then we have to look at the last number that has been used:  B0009R. Then we go to the menu and select the next following number (in this case is number B0010R)



Before clicking Enter, we need to go to the menu Parameters on the top corner:


Here we will choose the first icon on the left side


It will be necessary to put the date and the number for the parameters of the payment not accounted for before clicking on the green check



After we will save this operation



After saving, we will see that the new parameters are entered. We click on Proposition, select "Generate lists"



Then we will see that this list was also added. After we will select icon "Payment Cycle" and add this as well.



Later you will see that the three points selected were added and the payment was generated and executed 



...

3.2. I approve payments in SAP BCM.

3.2.1. Vendor/ Costumer/ Online Banking/ Payroll Payments

Every day we receive e-mails with payments to approve in SAP BCM (examples below)

Usually these emails contain all the necessary details to validate in SAP BCM (value date, amount, currency, ...), but it also happens that we receive email just to indicate that there are "x" vendor payments to approve and then we just have to confirm that the number of batches is in accordance with what is indicated in the email (usually this type of payments go through several approval processes until it reaches us, so we can approve only based on the number of batches


Example of Vendor/Costumer payments



Example of Payroll payment



Example of Online Banking




Taking this previous online banking payment as an example, after receiving the e-mail, we go to BNK_APP and confirm that the batch is already available for signing.

If available, we must confirm the payment details match with the ones in the received email: value date, amount, currency, recipient...



To do that, we click on the batch, which will then open and give us more information about the payment:



If everything is correct we should click on the batch and then click on the "Approve" button. If it´s not correct we need to confirm with the person who sent us the email to confirm the payment details.




Then we must click on "Save" and a new window. To finally approve, we click on the green flag icon and enter our password




After it is approved in BNK_APP, we must follow up with the payment in transaction BNK_MONI to be sure that the payment order has been correctly received by th  bank.

Here we initially see that the payment is waiting for approval from the bank, so it is in the state "Payment Medium Created".



As soon as the payment is approved and received by the bank, it will have the status "Accepted by the bank" (normally it may take up to 15 minutes to get to this state) .At this point we can inform the payment requestor that the payment file was accepted by the bank.



This procedure must be carried out for all the payment examples mentioned above.


Please note that if the status of the payment doesn´t change after the 15/20 minutes, we should check if the payment has status "U" (please see procedure for this status below).


3.2.2.  Online Banking Treasury Manual Payments


This procedure is very similar to the previous one, but requires a few more steps.  Treasury Bo Team receives an email from the online banking (same as the ones received from online banking) notifying that there is payment file in BCM waiting for approval. In this case the payment requires the approval of the Treasury Operation Manager (in EMEA it could be given by Etienne Lobet or Matteo Gardin, or by François Paulus (TSU Manager)) to be visible for the BO team in the BNK_APP in SAP. To do this, we must send an e-mail to the manager requesting his approval, and in this e-mail we must put the documents supporting the payment.



Following the example in the image above, we see in the session details that ID is 0000062878.  We should copy it and go to treasury online and choose the option "Online Banking Report ( Version 2)"  https://flpnwc-pk1x6uaumo.dispatcher.hana.ondemand.com/sites/solia-cicc#MyOnlineportal-Display



After we past the session ID and click on "Search Sessions"



By doing it, we will have access to the details of the payment made. Then we go to the attachements tab, download and send them via e-mail to the TSU Operations Back Office manager to request approval.


Before sending the e-mail to the manager asking for the approval, we should check that the payment details are in accordance with those showing in the supporting documents (amount, currency, beneficiary account, value date) as well as the required signatures in line with the PoA's.




After we send the e-mail requesting the approval of this payments. The manager will also check the payment details before approving on BNK_APP on SAP BCM.




As soon as we receive the confirmation that the payment has been approved by the manager, it will appear in BNK_APP. And here the procedure is the same as for "normal" payments: we must once again validate the payment details, confirm that everything is in order, and sign. After signing confirm that it has been accepted by the bank.

Finally, we must inform that the payment has been finalized.

3.2.3 Reject Payments in SAP BCM


3.2.3.1 Rejection of bacth(es)


In some cases (asked by the requestor/previous approver, or mistake/fraud detected), you have to reject (a) batch(es). 

Select the batch(es) to reject, then click on the reject button



Then click on the Save button that will open a pop-up giving a recap of the batch(es) to reject



Record the reason of rejection and who requested it.

Then, follow the same process as the one to validate batches via the BNK_MONI transaction, to be sure that the batch(es) is(are) correctly rejected. The  final status must be "Rejected by the Approver"



3.2.3.2 Rejection of individual payments


In some cases (asked by the requestor/previous approver, or mistake/fraud detected), you have to reject an individual payment within a batch (please note that this is not possible for HR and T&E payments).

To do so we select the relevant batch by double clicking on the line where is(are) the individual payment(s) to reject


Within the batch, select the line with the payment(s) to reject


Click on the reject button and the status is change to “rejected”, as the other will remain with the same status "Payment batch created"

Click on the “back” button. Then click on the Save button that will open a pop-up giving a recap of the individual payment(s) to reject


Record the reason of rejection and who requested it. Then, follow the same process as the one to validate batches via the BNK_MONI transaction, you can verify that the number of payments and the total amount are updated (in this sample, from 5 to 4 payments).


3.3. I reprocess a payment file not sent in SAP BCM.

3.3.1. I reprocess a payment file not sent to SAP BCM ( Status U)


After validating and signing a payment in SAP BCM BNK_APP function , we must confirm in SAP BNK_MONI function that the payment has been successfully approved and accepted by the bank. If the payment stays for a long time ( more or lesse 15 minutes) without being approved and stays in the state "Payment Batch Created", we have to confirm why it has not yet been accepted by the bank.

NOTE: Please pay attention only to the batches managed by our team (EMEA/IHB at the moment).




In this example, we have 5 batches not released. In order to unblock them, we must use the transaction Z3f_BCM_queue_status, and record the batch number  




When we enter the batch, we see that the status is "U", which means that the batch is blocked



To release the batch, we can force the sending of the batch by changing the status "U"  to status "T- To send". We click on the button



And select the option "T- To Send". After choosing, we need to confirm that the new status is indeed "T" and then we save.




We must repeat this action for all of the blocked batches.


After several minutes, we can confirm on the transaction BNK_MONI that the batch was well released. To do so, we check that the batch has disappeared from the tag “Approved” (in this sample, the batch is no more displayed in this tag).



We can also check in the transaction Z3f_BCM_queue_status, that the status has changed to “S” Sent.



Then we must go to BNK_MONI and confirm on tab "ALL", that the payment was accepted by the bank.



3.4. I approve payments in Electronic Banking System (EBS).

3.4.1. I approve payments in BNP Connexis

Every month (near the end of each month) we receive an e-mail from PSL team to sign up for a payment via Connexis ( please note that in order to sing this payments, you will need to be authorized to access BNP Centric, and have the Connexis Pass app in order to get the codes to approve the payments)


We then received the e-mail asking us to approve the payment via Connexis.




After accessing Centric, we should click on the "C" option at the top of the screen and then choose the Rhodia SA option.



After that we must go to the "Payments" tab and the "View and Sign" option




On this screen the payment that we must approve will appear.

We must then select the payment, validate the payment details (amount, currency, account,...) and click on the "Authorize" option.

To authorize we will need to access the Connexis Pass app, in the Signature option. There, we must enter our access password and enter the Challenge Code that is generated in Connexis.

After entering both codes, a new one will be generated and we will have to enter it to approve the payment.  The payment will have the designation "Partially Authorized".




NOTE: This payment must be approved by two people, so it will be necessary to ask for the approval of another team member for the payment to be  fully approved.




The payment should then have the status "Completed".




After approved by the second person we must inform that the payment was approved and made.





3.5. Manual Payments via FAX


Manual Payment Process

We may receive a request to process a "Manual" payment, i.e. the payment will not go through Treasury Online and no longer through BCM.

This procedure is only used in few cases (payments that requires specific detailes like long remittance and/or bank fee code OUR).

The payment request, including the Transfer instruction template is sent via email to treasury.ihb@solvay.com with the BO team in cc.


Example:


The "Transfer Instruction" document is signed by an authorized person of the company concerned.


With this information, the FO team will prepare the BNP payment template (document received from BNP) and send it to the BOteam.



This document must be signed by two authorized persons, so the BO team needs to collect two signatures. Normally the BNP template is signed by the Head of International Treasury and one of the TSU managers (at the least one person of the group A and one person of the group B of the authorised persons).

The BO team uploads the BNP paymnet template in the Docusign system and ask the authorised persons to sign it. Once it has been signed, the BO team receives the notification email below:



Attached to this email we will find the template with the two signatures ( on field 11)

We need to confirm that both signatures are on the right place.




After the BO team confirmation, the document will be sent by e-mail to BNP for the payment execution. We need to put the below email addresses

TO : cmsc.fax11@bnpparibas.com ;caroline.laukes@bnpparibas.com ; laurence.gandossi@bnpparibas.com

CC : ccs@bnpparibas.com; bo.ihb@solvay.com

NOTE : Do not forget to attach the "template" with the two signatures.


After sending the payment to the bank, BNP will contact (call back procedure) the person who sent the email in order to verify the payment details (control set up to avoid fraud).

After the payment is executed we will receive the SWIFT confirming and we need to send it to the FO team. After we will also receive the payment via Coda. When we have the debit, we will ask for the regularization of the sub-account concerned by the treasury if it concerns a sub-account of the treasury or sometimes AP team if it is a manual payment for a supplier



Then this manual payment is complete.

End of document.