1. Table of contents

2. Objective and Scope

The purpose of this document is to describe how OTC BO AR has to post cheques based on the cheques received by post in SBS and the requests sent by Credit Managers to AR mailbox. It is also described the different steps to be followed while running FF68 and SM35 transactions. 

This operating procedure (OP) applies to the accounts receivables of the CICC.

3. Definitions

  • SBS: In the current document, "Solvay Business Services" will be replaced by its abbreviation "SBS".
  • OTC BO AR: Order to cash Back Office Accounts Receivable
  • OTC BO CM: Order to cash Back Office Credit Management
  • OP: Operating procedure
  • WARP: PI system for Worldwide Accounts Receivable and Payable
  • CICC: Coordination Internationale des Crédits Commerciaux

Scope

Frequency

  

References

 

Attachments

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4. Cheques

This OP describes how to post cheques using FF68 and SM35 transactions and which are the different steps to be followed in order to clear the invoices on customer accounts.

Cheques flow:

  • Cheques can be received through two different ways:
  1. Customers send them directly by post to SBS Lisbon
  2. Credit Managers send an email with a copy of the cheque and they are deposited directly in customer country bank account (it should very rare)

For cheques in other currency than EUR, the cheques should be sent to: 

Solvay CICC S.A.
Attn : Larissa Duval (Building U)
310 Rue de Ransbeek 
1120 Bruxelles - Belgium 

The following information should be sent along with the cheque:

  • the bank account that must be credited (BE bank account)
  • the customer number
  • information that must be informed on the bank statement (payment invoice XXX or other..)

For the Cheques received by post, see below the procedure:

  • AR on a daily basis pick in the 2nd floor all the correspondence received by post
  • AR verifies the cheques received and write in the back of the cheques "Solvay CICC"and signs the ones that don't mention "Não à ordem" (only Paula, Tiago, Angela and Diogo have authorization to sign cheques on befalf of CICC).
  • The cheque should be scanned (front and back) and a case created in Salesforce with customer number and amount.
  •  Fill the deposit slip with the cheques to deposit. For Portuguese customers use model ET0101; in case of foreign customers please use model ET0121. See below the instruction for each of the models and the difference between them

Remark: there are these two models available in AR area ready to be used.

BNP bank account information:


Model ET0101 (Portuguese cheques):

Model ET0101.pdf

Model ET0101

Model ET0121 (Foreign cheques):

Model ET0121.pdf

  • Remove the duplicate page to keep for future reference (the one that mention "Cópia para o cliente") and scan it and attach to the Salesforce case. This will be used for future reference whenever we need to check the date in which the Cheque was sent to the Bank
  • Put the cheques inside the envelope and close it. If the model doesn't include an envelope, please add a Solvay envelope and staple it to the model form.
  • Send an email to the person responsible to deliver the cheque in BNP (machel.domingos-ex@solvay.com) through the case created in Salesforce
  • OTC AR should insert dunning block "I" and write "Cheque received and date of the cheque" on the invoices paid by the cheque (FBL5N transaction)

Example: 

  • If the TI enters in sub-account 50514EUR15, the person doing the sub-accounts reconciliation should process FF68 and SM35 transaction. If the TI enters in 50514EUR16 and appears in FEBA transaction, we should enter in the payment, change the "Posting mode" to "In Foreground", change "type" to "DK" and clear the invoice(s). See example below:

If a cheque is rejected, the original case should be found and the information regarding the rejection should be added to the case. The letter sent to the customer with the cheque returned should be scanned and added to the case as well all the information's we have regarding rejection reason. Additionally a dispute should be created in customer account to Collections team requesting a new payment to the customer

For the Cheques received by Credit Managers, see below the procedure: 

  • Credit Managers send by email to AR mailbox the copy of the cheques
  • OTC AR process FF68 transaction
  • Send the pdf file to the requester.
  • The case should be classified with the total amount of the cheques on the subject, the customer accounts numbers and the case should be closed.
  • OTC AR should insert dunning block "I" and write "Cheque received and date of the cheque" on the invoices paid by the cheque (FBL5N transaction)

Example: 

  • Whenever receiving the Bank payment on the Cheques sub-accounts (a TI is received on 50*15 sub-accounts), OTC AR should process the SM35 transaction, which will match the invoices by posting a DK document on customer account

4.1 FF68 transaction

Follow the steps below: 

When processing this transaction for the first time or to switch from Region, click on 'Settings' and then on 'Specifications'.

If the cheque is received by post (even if not from Portuguese customers), we should choose "PTCIC" in the Specifications and "BNPP1" and "PT01" in House Bank and transaction fields as in the print screens:

 

For the remaining fields, please check procedure described below. 

For the cheques sent by Credit Managers by email (deposited in local bank), the following procedure should be followed: 

This screen is to be filled in as follows:

  • Select the Int. bank determin. Box.
  • Start Variant: Choose variant related to the country of the cheque:
    1. ESCIC for Spain and Portugal
    2. GBCIC for UK
    3. DECIC for Germany
    4. FRCIC for France
  • Cust. Matchcode ID: Choose "E - Customers by country/company code".
  • Processing type: 1 – Further processing as batch input (generate online).
  • Form ID: Choose the one related to the country of the cheque:
    1. ES for Spain and Portugal
    2. GB for UK
    3. DE for Germany
    4. FR for France

Click on the Execute button  . 

Then the following screen will appear: 

  • For Spain and Portugal, we should create one list for BBVA cheques and another for the cheques from the other Banks
  • For UK, a different list should be created for each different cheque's currency

This screen is to be filled in as follows:

  • Company code: WARP
  • House Bank: Choose the House Bank related to the country of the cheque:
    1. BBVES for Spain and Portugal
    2. FORGB for UK
    3. FORDE for Germany
    4. SOGFR for France
  • Account ID: CLEUR for cheques in EUR or CLGBP in case cheque is in GBP
  • Group: Today's day/01, 02 etc

Don't use the same Group twice a day; It is better to use a number after the day, which can be easily changed each time the transaction is used.

  • Entry Date: Current day
  • Transaction: Choose the option depending of the region as follow:
    1. ES00 for BBVA cheques in Spain
    2. ES02 for the cheques from other banks in Spain
    3. GB01 for UK
    4. DE01 for Germany
    5. FR01 for France
  • Posting date: Current day
  • Currency: Cheque's currency

Click on the Execute button  . 

The next screen appears: 

This screen is to be filled in with the following information:

  • Amount: Amount of the cheque
  • Check Number: Check's number (normally the first sequence at the bottom of the cheque)
  • Customer: Customer's account's number
  • Reference Doc. Number: Invoice numbers (if customer is paying more than one invoice, double click on the empty field and insert all the references)

In case of more cheques, insert the data in the following lines. 
Save by clicking on the floppy disk button  . 

The next screen comes out: 

Remark: Value date will be automatically adapted (country has been taken into consideration in order to fix this value). 

Save again by clicking on the floppy disk button  . 

This screen appears: 

For the cheques received by Credit Manager, a pfd file should be created and sent it to the requester. In order to obtain the form to be sent to the bank click on  button. 

This screen appears: 

Click on the  button. 

The following screen appears:

Insert ZPDF in the "Output device" field and click on the  button. 

The following document will appear: 

Afterwards, we should save this document, attach it to the case received in AR Level 1and send it to the requester. 

The invoices should be blocked with dunning block "I" and the text "Cheque received" should be added to the "Text" field as below:

Download a Cheque List

If necessary, we can download the pdf with posted Cheques from the system: 

On the first screen of FF68 transaction click on  button: 

This screen appears: 

Just double click on the concerned bank in order to obtain all the related details (for example, BANCO BBVA). The next screen opens: 

Then choose the date and the following screen appears: 

Press on the "Transfer" button. 

This screen appears: 

 

Press on the "Individual list" button and proceed as usual.

4.2 SM35 transaction

The person responsible for clearing the sub-accounts should check if a TI has entered on 50*15 and process the batch on SM35 transaction so that the cheques are posted on customer accounts against the invoices. To find the case with the cheques images, search by amount on Salesforce. Then find the correspondent batch-input and process it. 

Example:

Follow the steps below: 
Select the batch corresponding to the bank involved (for example: /SOGFR-CLEUR). 

Two batch input files are created for each process run via FF68 transaction. However, only with the one with "/" symbol should be processed. This batch makes an accounting posting, debiting the bank's account and crediting the customer's account.

Select the file, click on "Process" button. 

The next screen comes out: 

Check the box "Display errors only" and then click on the "Process" button. By selecting this option, the system will only show postings with errors or postings which require a manual cash allocation intervention. 

In case the system cannot allocate the payment's amount to the invoices automatically, the standard cash allocation clearing screen is prompted

Then allocate the payment as usual. 

Once the cash is allocated, the system moves to the next cheque. Once all the cheques inside the batch are processed, the following screen is shown: 

Typical errors which may be displayed are:

  • Amount: OTC BO AR inserts an amount on FF68 that doesn't match with the amount on the cheque's image.
  • Conflicting currencies: In FF68, OTC BO AR chooses a bank account currency that is not compatible with the currency of the cheques loaded.
  • Posting date: OTC BO AR uses a posting date from a period which is already closed.

To correct these errors, we should start the batch form the beginning To get out from the batch or to start the batch again, we should click on System, Services, Batch Input and Next transaction. It should be repeated in case of several cheques. and choose the option "Process/foreground" instead. 

Then click on the "Process" button. 

The following screen follows:

To correct the errors, change, in the relevant fields, the data which needs correction (circled with red in the example above):

  • Posting date: Correct the posting date here
  • Currency/Rate: Correct the currency for the payment here
  • Account: Correct the bank sub-account

Continuously press the "Enter" button until the following screen appears. In case the error is in the amount of the payment, the value must be corrected in this screen: 

Correct the amount of the payment. 
Press "Enter" button to enter on customer's account. 
Posting result on WARP customer account: 

After processing SM35 transaction, the invoice is cleared with the DK. 
Posting result on affiliate customer account: 

After replication in local system, the invoice is cleared with a DS document.