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: Tresury Backoffice

Responsibility area: Follow-up of payments.

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 control the correct execution of the payments


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


I verify the correct execution of payments and I send the payment proof to the team that has requested the payment. When a payment is blocked for compliance issues, I verify the issue and I provide support to unblock the payment until the payment is released.


3.1. I check manual payments information recorded in Online Banking.

3.1.1. Treasury Manual Payments via Online Banking


When manual payment is requested via Treasury Online, I either receive an email notification with the payment details from the International Treasury team or I receive an email notification from Treasury Online.

Before validating the payment I need the approval of the TSU Operations Manager. Afterwards I can approve the payment in the SAP_BCM» BNK_APP.

I go to Treasury Online and I paste session ID indicated in the email notification to access the payment details. I download the documents supporting the payment (e.g. invoice), verify the payment details before emailing them to TSU Operations manager and asking him/her to sign for the payment. After I receive the confirmation that it was approved by the manager, I should sign in the SAP_BCM»BNK_APP and then confirm in the SAP_BCM»BNK_MONI that the payment was accepted by the bank


To access Treasury Online I must go to Solvay One> Solia Services- https://solia.solvay.com/#Shell-home






After I check the session ID in the email notification




Then I go to treasury online and enter session ID 63309



After I can see all the payment details (bank account, value date, amount...) and I can also see the support documents for the payment (e.g. invoice). I have to confirm all the details and download the support documents to send to the manager in order for him to be able to approve the payment



Then I send the email to the TSU Operations Manager and once I receive confirmation that the payment has been approved, I can go to BNK_APP and sign the payment




I check the details and sign in BNK_APP



And then I confirm in BNK_MONI that the payment is accepted by the bank



After I can inform the International Treasury team that the payment was approved





...


3.2. I take the necessary actions to release payments blocked for compliance.

3.2.1. I manage all the payments blocked for compliance check by BNP Paribas in the Inquiro platform


It may happen that payments are blocked by BNP's Compliance department. In that case, we receive a notification email from BNP (see example below) asking for some additional data so they can analyze the payment in more detail to confirm if they can finalize the payment or if they should reject it for compliance reasons




When I receive this email, I should access BNP app Centric- https://ssologin.bnpparibas.com/cib/LoginForm.aspx?TYPE=33554433&REALMOID=06-419f3738-02c6-100f-9711-8099304e0000&GUID=&SMAUTHREASON=0&METHOD=GET&SMAGENTNAME=-SM-l1uq8cj63wXSxQrB0mK%2bLG7ZsXb3TOK%2flZTmn4k0TyMZgp3S%2buvmGEQWvePye3IQ&TARGET=-SM-https%3a%2f%2fcentric%2ebnpparibas%2ecom%2fhome


In order to access this app, we need to request to BNP and also have a mobile app called "Connexis Pass"



After I enter my access code, I should go to option "APPS", and then choose the option "Inquiro by BNP Paribas"




Here I will find all the Solvay payments that are blocked due to compliance reasons



Please note that data relating to blocked payments from account 210-0048503-55 (suppliers) and account 210-0049499-81 (customer) are provided respectively by the AP team and by the AR team. TSU Operations team supervise the the status of the blocked payments and provide support to the AP and AR team when requested. TSU Operation team is responsible to follow up on all blocked payments not related to supplier and customer dedicated accounts.



I go to the payment that I intend to handle and click on it. There I will have access to the information BNP requests to analyse the payment




At the bottom of the page I have the option "Display email". This option gives me a draft of an email that I can use to send to the team responsible for the payment, to request the details requested by the BNP




In this example it is a payment to a Solvay employee in France, so we have to ask the HR/Payroll team in France for the additional information



I receive the requested details:



After I enter the information in Inquiro and the press the button "Send".



Accordingly, the payment will change to status "Sent".




the process can be analyzed again by the bank. If the check is positive then the payment can be released by the bank and the status will finally change to "Finalized".



Please note that if BNP needs more information they will reopen the case and the status of the payment will change to "Reopen" (in this cases, I need to request the additional details and the send again. After send, the status will change again to "Sent"); if by any means the payment is rejected due to compliance reasons the status of the payment will change to "Rejected"


...


3.3. I give the proof of payments available in BNP Easy Banking tool (BNP BE accounts).

3.3.1. Check proof of payment/ SWIFT copy on Easy Banking


Sometime I am requested, usually by AP and AR team, to provide the payment proof from the bank or the SWIFT statement (in these cases the bank statement present in SAP is not enough).

In this example below I received an email from the AP team requesting the SWIFT copy

I can get this document I by accessing to the BNP platform called Easy Banking:  https://easybankingbusiness.bnpparibasfortis.be/en/public/home 

The access to the platform is with ID and password previously provided by the by the bank 

I enter to the site and click on Login



Then choose option "Card Reader" and enter my access code.



We have two contracts with Easy Banking because Solvay has many accounts.
I enter the IBAN/account number on the search bar (for information account 210-0048503-55 (suppliers) and account 210-0049605-90 (treasury) are in contract 70046239 and account 210-0049499-81 is in contract 70043625) or I "open this contract" and look for the account.




I go to the account where the payment is (I can also search for the account in the menu) and check for the currency of the payment. In this example is the account BE36 2100 0494 9981 and currency USD



Then I can check for value date of the payment, amount or name of the counterparty in order to find it easily. After I find the payment, I should click on the burger menu on the right and choose the option "Download PDF" in order to find the proof of payment ( please note that for SEPA payment we don´t have the SWIFT copy. In this cases I can request BNP a SEPA certificate if needed.





Example of payment's proof:



Example of SEPA certificate:



For payments outside SEPA we can find the SWIFT payment, if the payment has already been completed:





It is important to note that SWIFT or proof of payment is only available for payment on the expected day of payment. It is not possible to find in Easy Banking a proof of payment/SWIFT copy of a payment in the future.

It is also important to mention that if I search for a payment and don't find any details, I should send an email to BNP (ccs@bnpparibas.com) asking for the proof of payment/SWIFT copy.


Once I have found the document I want, I can reply to the email and send the proof of payment/SWIFT copy to the team that requested it.





End of document.