Table of contents

2. Objective and Scope

This OP explains how to perform compensations between Customer and Vendor accounts when they belong to the same legal entity. 

This operating procedure (OP) applies to all EMEA companies and customer payments for invoices factored to Solvay SA. 

3. Definitions

  • CCT AR: Customer Credit & Trade Accounts Receivable
  • CCT CM: Customer Credit & Trade Credit Management
  • CCT CCL: Customer Credit & Trade Cash Collections
  • OP: Operating procedure
  • 0231: PI1 system for Solvay S.A. Treasury

Scope

  

ERP

References

Attachments

5. Add the link to attachments (to be stored in AODocs or GDrive) or external links 

4. Compensation Scenarios

This OP explains how to handle Compensations between Customer and Vendor accounts whenever there is a previous agreement between both parties. 


There might be three different triggers for the Compensation to occur:

  • Regular checking of Compensation accounts. In this case customers/vendors are already identified and compensation is made regularly by AR team.
  • CM/CCL/ Business chase for payment and for some reasons (ex. Liquidity problems) a customer which is also vendor request a spot compensation. AR team should follow the same requirements in order to ensure that compensation is in line with contractual agreement on the customer and vendor side.
  • Payment received where customer proactively deducts the vendor account balance.


Compensation Legal Requirements:

  • Prior agreement between the parties (customer/vendor, Credit manager and purchaser) except for recurrent compensations
  • No compensations are processed in local systems (except for customers not assigned to Solvay SA);
  • Compensation cannot be done for different Solvay Legal entities;
  • Compensation between documents with different currencies it is not possible;
  • The compensation of the invoices is mandatorily done for documents with due dates in the same accounting period and executed in the due dates accounting period.
  • No compensation will be done if the third party customer is classified as "Bad debt" 

4.1 Compensation

For local compensations (customers not assigned to Solvay SA), we should use document type S1 

4.2 Recurrent compensations

4.2.1 Standard recurrent compensations


This chapter is related to the compensation which is performed recurrently between customers and vendors accounts with previous agreement with Solvay.

The first thing to do is to access the following file and check which customers and vendor have items to compensate and the Solvay Companies in the scope.

https://drive.google.com/file/d/1vKmcZCJ4Kk_HX5J_NPwo2O-oP1JOyK-UuYNNjGemPZc/view

Then, we can proceed with the compensation according to chapter "Compensation clearing" chapter.

4.2.2 SES Compensation (Cc 3865)


This chapter is related to the compensation which is performed between customers and vendors from company 3865 - SOLVAY ENERGY S FR.

It is performed between the 10th and the 20th of each month.

The first thing to do is to request to ses-middle@solvay.com the creation of the file of the items to compensate  and check if the invoices were issued for customers and vendors (use FBL5N transaction) and compare with the amounts in the file.

After this, an email should be sent to ses-middle@solvay.com requesting the posting of the possibly missing items. At the same time Purchasing FO Provisioning Specialist (Laeticia Chapus) should do the same exercise and fill the vendor invoices amounts in the same file so that AR team can verify in which cases a compensation can be executed.

  • Compensations should be done for the same business sector, meaning that we should only compensate gas invoices with gas invoices and so on
  • The payments terms for these SES vendors are 20th; therefore we should proceed with the compensation maximum two days before (in case of weekends we should assure those vendors are paid before the due date).


As soon as we have the confirmation from SES and from Purchasing contact (Laeticia Chapus) and from Purchasing Service Center that all customer and vendor invoices are issued, we should proceed with the compensation as described in the chapter "Compensation clearing".

4.3 Compensation clearing

For compensations clearings, we should use transaction ZFA_COMPENSATION. The requirements to be able to use this transaction are:

  • Payment method S inserted in customer and vendor masterdata as in the image

 :

  • Residual to be left on vendor side to be paid

For other compensation scenarios please check chapter "Manual Compensations" 

If those two criterias mentioned above are fullfield, you can run transaction ZFA_COMPENSATION 

Insert company code and the customer number. Execute  with test run ticked to confirm the amounts.

Click on  until you get company code and the customer and vendor items appear in the selection 

Then select the items on customer and vendor site by inserting a  on it.

Go back and take the test run and choose 

On customer site the invoice will be cleared and on vendor side we will find the residual to be paid:

4.4 Manual compensations

There are some situations in which we are not able to use transaction ZFA_COMPENSATION due to transaction requirements and should be executed differently. Find below the possible scenarios:

  • Balance between customer and vendor is zero
  • Residual to be left on customer account
  • Residual to be left on vendor side but when there are more than one customer/vendor account to be used in the clearing

For the two first scenarios, we can use F-32 transaction to perform the compensation clearing as below:

Open the Customer account in transaction F-32:

Add the Customer account and correct currency and press 

Select the invoice and then press  followed by  :

Add the Vendor account and Account Type "K" and  :

Select the Vendor invoice

In case the balance is zero you can Save. For the cases in which there is a residual, follow the steps below:

Go to the Res. Items tab:

Add the residual amount to the Residual items column and the RCd "CO".  As the balance is a Debit to be left on Customer account the residual should be placed on the Customer Invoice. A dispute for Collections should be created "To be collected".

The posting is now complete and ready to be  .

The two items are now cleared in 0231:

And the residual is open on Customer account:

For the third situation referred in the possible manual scenarios (Residual to be left on vendor side but when there are more than one customer/vendor account to be used in the clearing), we should execute the compensation clearing using FB05 


Fill the following fields as below:

Type: K1
Document date/Posting date: Current date
Currency: of the documents
Tick on Transfer posting with clearing 

When the selection is complete press  :

Add the Customer account and select  :

Select the invoice as below:

Then press  followed by  :

Add the Vendor account (s) and Account Type "K" and  :

Select the vendor invoice as below:

Go to the Res. Items tab:

Add the residual amount to the Residual items column and the RCd "CO".  As the balance is a Credit to be left on Vendor account the residual should be placed on the Vendor Invoice (it will be paid according to vendor invoice payment terms).  

Save it  .