Tasks to be completed when creating an operating procedure (from creation to publication)

  1. Enter the Title of the procedure:  Description of the operating procedure - Region (APAC, EMEA, LAM, NAM) - Country (Optional) - ERP (PI1, PF1, WP1)
  2. Add the following Labels : 
  3. Fill all fields as described
  4. Once the procedure is completed, publish it using the SBS-OtC approval workflow

 

 

 

 

Table of contents 

By default the table of contents displays Heading 2 & Heading 3 (other levels can be added)

Objective and Scope

Describe the objective of the procedure & detail the scope when needed (legal entitites etc.)

This OP explains how to handle payments received from the companies 7725 – Cytec Chile Ltda and 7722 - Cytec Peru S/A, how to apply these payments.

This operating procedure (OP) applies to all invoices assigned to company code 7725 and 7722 in WP1 system. 

Definitions should be added in the OtC - Glossary


Scope

1. Remove the icon(s) when not applicable

ERP

3. Remove the icon(s) when not applicable

 

References

 

4. Add the link to SAP procedures (when it exists)

Attachments

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

1. Citibank Bank Access

On a daily basis, we need to get the bank statements at Citibank's site. Firstly, open website on Internet Explorer https://portal.citidirect.com/portal/welcome/index and choose "Login Method" with "Challenge Response" and insert the "Login ID" then press "Continue" : 

In the next screen the website will generate a "CHALLENGE" , insert the PIN on token, press number "9" and press Entr on the Token and It will generate the "Response" to access the bank statement.

In the next screen click ‘Reports & Analytics’ and choose "Cash Statements Reports":

Then, select "Account Statement Details Report" and inform parameters as below:

Report will be available on "View available Reports":

Then, save it on GDrive of Accounts Receivable - Bank Statement.

Only the Team Leader with the Process Manager authorization can request bank access. Also, only with approval of Team Leader can give access to the GDrive of Accounts Receivable files.

Payments Scenarios

This section explains how to handle payments received in local bank Citibank accounts and apply to invoices from companies 7725 and 7722. The steps to be followed are described in this procedure.

Cash Application

Firstly, check the bank statement and find the customer account:

On “Customer Reference” you’ll find the tax identification number of the customer. For Chile, it’s called R.U.T. (Registro Único Tributário) and has nine characters (xxxxxxxx-x) and for Peru, it’s R.U.C. (Registro Único de Contribuyentes) and has eleven characters (xxxxxxxxxxx). Just as below, we will use the RUT/RUC to find customer account on SAP. 

Go to SAP transaction FBL5N, and fill in:

  • Company code
    • 7725 – Chile
    • 7722 – Peru
  • Open Items
    • Current day
  • Type
    • Flag Normal Items
    • Flag Special G/L transactions
  • Maximize.

When maximizing, a new option will appear. Choose “Multiple Selection”, and inform the number of the RUT/RUC between asterisks.

 

When searching for RUT, put an asterisk before the last number then press Enter.

Please, check image below:

The customer account related to that RUT will appear. Flag it and press enter:

Then, press F8 (process):

Press F8 (process) again:

There you will find the statement of customer account:

After discover the customer account and the invoice that was paid, we will use other transaction, to clear account, F-32. 

Go to SAP transaction F-32, and fill in:

  • Account Number
  • Clearing date
    • Bank statement date
  • Period
    • Current Period
  • Company code
    • 7725 – Chile
    • 7722 – Peru
  • Currency
    • CLP – Chilean Pesos
    • USD – Dollars
    • PEN – Peruvian Soles
  • Press Process Open Items (Shift+F4).

Double click on invoice amount, until it gets blue.

Then, press “Charge off diff.”:

Now, we have to choose the bank account:

    • 7725 – Cytec Chile
      • 50020797 – Chilean Pesos
      • 50020798 - Dollars
    • 7722 – Cytec Peru  
      • 50020800 – Dollars
    • Account Type
      • S – G/L Accounts

Select the negative amount:

and simulate:

Then, we will see both clearings, one on customer account and other on bank account:

Save .

Advanced Payments

For some commercial reasons, some customers have to pay their orders before the orders were billed. Credit and Customer Service Teams always have information regarding these payments, if it is needed.

When we receive an advanced payment, we will post the amount on customer’s account and wait for the invoice document to perform the the clearing. 

After discovering customer’s account number, please to to transaction F-32, and fill in:

  • Account Number
  • Clearing date
  • Bank statement date
  • Period
    • Current Period
  • Company Code
    • 7725 – Chile
    • 7722 – Peru
  • Currency
    • CLP - Chilean Pesos
    • USD - Dollars
    • PEN - Peruvian Soles
  • Press Process Open Items (shift+F4):

Since there's no open item on customer account the message below will appear:

Press ENTER and ESC and fill in:

  • Posting Key: 19
  • Account: Customer Account Number
  • Special G/L: A

Then, press enter again and fill in:

  • Amount
  • Text “Advanced Payment + number of order(provided by Customer Service)”

Press simulate:

 

Then, select bank account:

  • Bank Account
    • 7725 – Cytec Chile
      • 50020797 – Chilean Pesos
      • 50020798 - Dollars
    • 7722 – Cytec Peru  
      • 50020800
  • Account Type
    • S - G/L Accounts

Select the amount, then simulate and save:

The amount will be available on FBL5N, so we can create the dispute case.