1. Table of contents


2. Objective and Scope

The purpose of this document is to describe how to create and prepare the files with all the drafts to be sent to the correspondent for France, Spain, Italy and UK. For Germany, the process is fully automatic (also described in this procedure).

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
  • CCL: Cash Collection team
  • BoE: Bill of exchange
  • DD. Direct Debit

Scope

ERP

References

Attachments

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

4. DME files

After having converted invoices into BoE/DD through F-36 (manually) or F110 (automatically) transactions, drafts have to be presented to the Bank for collection. Transaction FBWE allows selecting and grouping together all the types of drafts, batching them into a single daily DME file to be sent to the Bank. 
There is a specific name given to each draft depending on the country:

  • France: Traites
  • Spain: Recibos and Pagarés
  • Italy: RIBA

In this operating procedure, there is the description how to create and prepare the files with all the Direct Debits and BoE to the Bank.

  • In case of technical issue avoiding Solvay to debit the customer on time, customers should be informed of the issue before and we should request authorization to withdraw the due amounts
  • If requested by Credit Manager, we can exclude Direct Debits & BoE from the FBWE transaction customer range (example if Credit Manager agrees with customer some days of delay due liquidity problems). In this case customer number should be excluded from the criteria's as below:

Go to FBWE transaction 

Go to Dinamic selections active and exclude customer account from the selection as below: 

Proceed as described in the procedure below (per country).

 

4.1 France

4.1.1 Traites

Two important principles have to be followed in the creation of the DME file for France:

  • Anticipation of the due dates is mandatory: the file has to be created and sent to the bank, 8 working days, before the due date of the "Traites".
  • The files are sent to the Bank twice per week: on Tuesdays and Thursdays.

The electronic presentation is automatic:

  • F110 with posting date : current date + 8 days

Follow the steps below: 

Run transaction FBWE. The next screen appears: 

It should be filled in as follows:

  • Company code: WARP
  • Individual account: 2210000000 – CICC "Notes received" (BoE account)
  • Due from: The initial due date, should be in a "remote" past, usually the beginning of the current year. However, if the current month is January, we should be cautious and choose 6 months in the past. The principle is to find any missing "Traites" which for some reason were missed (or not available) in a previous FBWE processing. Only fill this field after having set up the "Dynamic Selections" as its date will be overwritten.
  • Due to: We should use the last due date of the drafts (current day + 8 working days) in order to exclude the Traites that should not be sent to the Bank. Ex. If today is 07.10.2014, the Due date should be 17.10.2014 in order to exclude the other Traites which should not be sent to the Bank
  • Currency: EUR

Remark:  For a more precise calculation of the dates, OTC BO AR uses a file that allows to check the maturity dates: L:\Daily Files/Country Specificities 
Afterwards, press the  button. The following filter screen box appears: 

 

It should be filled in as below: 
Customer: 100000 to 199999 – this is the range for French customers 

After having set up the French customer range number, press the Save button  . 

The previous screen is opened again. Fill in the "Due from" field and click on the  button.

The following screen appears: 

Select the  column. Then click on the "Sort in ascending order" button  . 

Traites are now sorted with their due date in ascending order. All Traites (F,G,L) with a due date lower or equal to the "current date"+"8 working days", have to be selected for presentation. 

We must ensure that no documents are left in the list with the due dates lower than "current date" + "anticipation period". 

Assuming today's date is 07.10.2014, all "Traites" with a due date till the 17.10.2014 need to be selected for presentation. Thus, select the correct Traites marking them with the tick on the first column. 

Click on  button. The following box appears: 

Choose the"Assign bill/ex. directly to bank" box. Validate by clicking on the  button.

The following screen appears: 

Fill in data as follows:

  • Presentation date: Don't change
  • Bill/Exchange Usage: Collection
  • Hse bank ID: SOGFR
  • Acct ID: CLEUR

Validate by clicking on the  button. 

 

A message confirming that all the selected bills of exchange were assigned to a house bank appears:

Select  tab:

The screen should be filled as follows:

  • B/Exchange Usage: Collection
  • Posting date: Last day of the items included in the file (in this case 17.10.2014)
  • Immediate posting: Tick this box. When this box is ticked, the posting in the bank sub account 50533EUR17 is done automatically.
  • *DME file:* Tick this box.
  • Type: PMW
  • Identific.: Every day, each time a new file is created using transaction FBWE, this number has to be sequentially increased (1, 2, 3, etc…). Otherwise the FBWE transaction fails.
  • Payment methods: FGL 

If it is not the first file to be sent each morning, we were only be able to insert one payment method, so it would be necessary to created more files 

Click on the Save  button it the top of the screen.

The following message box appears:

Choose "Yes". 

Validate by clicking on the  button.

The following screen appears: 

The DME file was successfully created, meaning that was sent automatically to the Bank and that automatic postings in the bank sub account were done.

The Traites file is automatically sent to the Bank. In case of mistake, CICC BO needs to be informed so that the Bank doesn't consider the file. 

OtC AR has to inform the CICC Back Office (bo.cicc@solvay.com) using Salesforce (search for subject: DME file, see case 1067180 as example) that the LCR file has been generated and sent into Swiftnet/Trax (mentioning the total amount of the file). The follow up and final transmission of the file to the bank is managed by CICC Back Office.

4.1.2 Direct Debits

This chapter is related to the direct debits from company 3865 - SOLVAY ENERGY S FR.

  • The due dates on the table (20th, 25th and 30th) are the correct ones per customer, therefore in our analysis we should check all invoices due dates and change them in case they are not correct.
  • If the due date in on weekend, we should change it to the previous day

We should access the following link and go to the tab "Amounts_due date": 


Every month, on 10th, we should check which are the invoices for each customer per due date and insert it in the table above. Then, an email be should to:

Andres ALFARO-EXTERIEUR <andres.alfaro-exterieur@solvay.com>,Valerie VISCIGLIO-FAIRBANK <valerie.visciglio-fairbank@solvay.com>,Marie-Laure CISSE <marie-laure.cisse@solvay.com>,Guillaume BOUVIER <guillaume.bouvier@solvay.com>,Bruno MEAL <bruno.meal@solvay.com>,Odile LEMARIE <odile.lemarie@solvay.com>,General 3S-AR <general.3s-ar@solvay.com>,Paula Simoes <paula.simoes@solvay.com>,Valérie CHARON <Valerie.CHARON@solvay.com>,Fabricio Carvalho <fabricio.carvalho@solvay.com>,Credit-Management Frederic Demontarnal <credit-management.fredericdemontarnal@solvay.com> 

In the email we should refer which are the amounts due on the three due dates and ask confirmation if there are new invoices to be issued. Find the attached an example of email below: 

Direct Debits SES email example.pdf

Depending on the answers, we should also check on a daily basis if new invoices were issued and update the file.

As soon as we are sure that the invoices should be sent to the Bank (BNP Bruxelles), we should change the payment method in WARP for H. The program will send automatically the file to the bank two days before the due date of the invoices.

4.2 Spain

4.2.1 Pagarés

Run transaction FBWE. The following screen appears:

It should be filled in as below:

  • Company code: WARP
  • Individual account: 2210000000 – CICC "Notes received" (BoE account)
  • Due from: The initial due date, should be in a "remote" past, usually the beginning of the current year. However, if the current month is January, we should be cautious and choose 6 months in the past. The principle is to find any missing Pagarés which for some reason were missed (or not available) in a previous FBWE processing.
  • Due to: We should use the last due date to be included according to the Region specificity (current day + 8 working days). Ex. If today is 07.10.2014, the Due date should be 17.10.2014 in order to exclude the other Pagares that should not be sent to the Bank
  • Currency: EUR

Remark:  For a more precise counting of the dates, OTC BO AR uses a file that helps to check the maturity dates: L:\Daily Files/Country Specificities 

Press the  button: 

 

The screen should be filled in as follows:

  • Customer: 1 to 30000
  • Payment method: F

After having set up the definitions, press the "Save"  button.

The previous screen appears again:

Press this button to get the BoE list. 
Click on the  button and then select the  tab. Next screen shows up:

Select the  column. Then sort data in ascending order using the "Sort in ascending order" button  .

Pagarés are now sorted by due date in ascending order. 
Select the  tab:

The screen should be filled in as below:

  • B/Exchange Usage: Collection
  • Posting date: Last day of the items included in the file (in this case 17.10.2014)
  • Immediate posting: Tick this box. When ticking this box, the postings in the bank sub account 50554EUR15 are done automatically.
  • DME file:* Make sure this option is *not ticked
  • Type: Choose format type ES02
  • Identific: Every day, each time a new file is created using transaction FBWE, this number has to be sequentially increased (1, 2, 3, etc…).
  • Payment method: F

Return to the  tab. Click on the  button.

The following screen is shown:

Tick the "Assign bill/ex. Directly to bank" box.

Validate by clicking on the validate  button. The next window is opened:

It should be filled in as below:

  • Presentation date: Don't change
  • Bill/Exchange Usage: Collection
  • Hse bank ID: BBVEF
  • Acct ID: CLEUR

Validate by clicking on the  button. 

The following message is returned: 

After sorting the documents, we see that the documents status became green: 

Click the save button at the top of the screen. The following box will appear: 

Choose "Yes". Next screen appears:

Insert your printer code and validate by clicking on the  button. 

It is now necessary to create a print file (PFD file) with the list of drafts processed, that will be sent to the Spanish Local Correspondent for the presentation to the bank. 

The print list can be printed by clicking on the print button  . The following screen shows up: 

Insert ZPDF in the output device field. Click on the validate  button to finalize the printing. 

To download the PDF file, run transaction SBWP – Business Workplace on SAP menu or click on the following button as shown below: 

Afterwards, select option "Outbox" and then "Documents". 
Double click on the item with today's date and the time the PDF file was created.
When the next screen opens press on the  button. The created DME file opens and can be saved in PDF format. 
The PDF must be saved in Drive (L (smile) L:\DME\ES-PAGARES Folder as:

  • PAGARE ES_YYYY_MM_DD (DD as last Due date of the Pagares sent)

On Salesforce search for previous cases with subject "PAGARE ES", select the most recent case and clone it. The subject of the case must be adjusted with the due date included. 

An e-mail should be sent to the following address: Contab-Clients-Barcelona@solvay.com 

This information will be printed by the Spanish Local Correspondent, who will then remit them to the bank requesting the payment of Pagarés to the BBVA bank on their due dates.

4.2.2 Recibos

The electronic presentation is automatic:

  • F110 with posting date : current date + 8 days

Run transaction FBWE. The following screen appears:

The screen should be filled in as below:

  • Company code: WARP
  • Individual account: 2210000000 – CICC "Notes received" (BoE account)
  • Due from: The initial due date should be in a "remote" past, usually the beginning of the current year. However, if the current month is January, we should be cautious and choose the beginning of the previous closed month.
  • Due to: The principle is to set up the Due Date (according to pmt method M or N and day of the week) of the Recibos that should be sent to the bank that day:

 

 

Recibos

 

M

N

Monday

Current day + 13

Current day + 17

Thursday

Current day + 14

Current day + 18

  • Currency: EUR

Remark:  For a more precise counting of the dates, OTC BO AR uses a file that allows to check the maturity dates: L:\Daily Files/Country Specificities 

After having set up these parameters, press the  button. 

At least two Recibos selections have to be made, reflecting the existing two types of Recibos (M and N). These will be presented to the Bank through individual FBWE sessions processed for each of them.

4.2.2.1 Payment method M

The collection of "Domiciliated Recibos" has to be requested from the BBVA bank, at least 8 calendar days before their due dates.

After pressing the  button, the following information should be filled in:

  • Customer: 1 to 30000.  Warning: Also click on button    so that customer 708132 is also selected
  • Payment method: M

Press the Save  button to close this window and to save the parameters entered.

4.2.2.2 Payment method N

The collection of "Non Domiciliated Recibos" has to be requested from the BBVA bank, at least 12 calendar days before their due dates. 

After pressing the  button, the following information should be filled in:

  • Customer: 1 to 30000
  • Payment method: N

Press the Save  button to close this window and to save the parameters entered.

Procedure is exactly the same for "Domiciliated" and for "Non Domiciliated" Recibos, only having to take into account the respective anticipation interval. Therefore, after setting up filters for Recibos with Payment Method M, the procedure will be exactly the same as for Recibos with Payment Method N which will have to be processed afterwards after setting up the filter. 

Once the Recibos (M or N) selection is defined, press save button 

This means that the procedure for Recibos with Payment Method M will have to be followed until the end, before setting up the filter and initiating the procedure for Recibos with Payment Method N. 

Click on the  button and then select the  tab. Next screen shows up:

Select the  column. Then sort data in ascending order using the "Sort in ascending order" button  . Recibos are now sorted by due date in the ascending order.

We must ensure no documents are left in the list with the due dates lower than "current date" + "anticipation period". 

Select  button. 

Tick the "Assign bill/ex. directly to bank" box and then click  to validate. 

The following fields should be filled in as below:

  • Presentation date: Today's date (Don't change)
  • Bill/Exchange Usage: Collection
  • Hse bank ID: BBVES
  • Acct ID: CLEUR

Click  to validate.

The following message appears:

Afterwards, select the  tab:

The above screen should be filled in as below:

  • B/Exchange Usage: Collection
  • Posting date: Today's date
  • Immediate posting: Tick this box. When ticking this box, the posting in the bank sub account 50554EUR17 is done automatically
  • *DME file:* Tick this box. Make sure this option is selected in order to create the DME file.
  • Type: Choose format Type PMW.
  • Identific: Every day, each time a new file is created using transaction FBWE, this number has to be sequentially increased (1, 2, 3, etc…).
  • Payment methods: M – for Domiciliated Recibos

N– for Non Domiciliated Recibos 

 

It is necessary to create a separate file for each payment method.

After all parameters are selected, press the save button at the top of the screen.

The following message box appears: 

Validate by clicking on  .

The following screen appears:

Afterwards, search in Salesforce for a case with subject DME_ES YYYY_MM_RECIBOS and send an e-mail to bo.cicc@solvay.com with the following text: 

"Hello, Just to inform you that "X" DME files have been generated and sent into Trax SAP new tool with the amount of "X"EUR." 

The subject of the case must be adjusted with the payment methods included (ex: "DME ES_2012_08 RECIBOS M" or " DME ES_2012_07 RECIBOS M/ RECIBOS N "). 

After creation of a file with payment method M, a new file should be created for Recibos payment method N, which has different dates to be set-up in the transaction.

 

4.3 Italy

The electronic presentation is automatic:

  • F110 with posting date : current date + 8 days
  • It will select the invoices open until 30 days
  • Date of issue of the notes : current date + 19 days

The RIBA procedure can be summarized as follows:

  • There are no manual drafts for Italy. All the procedure is automatic
  • The RIBA automatic job is launched every Tuesday
  • OTC AR takes in charge the preparation of the file to be transferred to the bank via transaction FBWE every Tuesday
  • The presentation to the bank is made via a DME file which is automatically generated after running transaction FBWE.
  • OTC AR matches the bank sub account
  • The reconciliation of the customer's account and the account of draft presented to the bank for collection is fully automatic.
  • In case of unpaid RIBAs, the posting of the cancellation is also automatic.

Open FBWE transaction: 

The above screen should be filled in as below:

  • Company code: WARP
  • Individual account: 2210000000 – CICC "Notes received" (BoE account)
  • Due from: The initial due date should be in a "remote" past, usually the beginning of the current year. However, if the current month is January, we should be cautious and choose 6 months in the past
  • Due to: In order to find all RIBAs with the future due date, it is advisable to choose current day plus 6 months
  • Currency: EUR

After having set up these parameters, press the  button and insert the data as shown below:

  • Customer: 400000 to 499999

Press the "Save"  button to close this window and save the parameters entered. 

Click on the  button:

Select the  tab. Next screen shows up:

Select all the documents and click on the  button. The following screen appears:

Then, tick the "Assign bill/ex. directly to bank" box. Click on the  button to validate: 

  • Presentation date: Today's date (Don't change)
  • Bill/Exchange Usage: Collection
  • Hse bank ID: BNPI1
  • Acct ID: CLEUR


Click on the  button to validate.

The following message appears: 

Afterwards, select the  tab: 

The above screen should be filled as below:

  • Posting date: Today's date
  • Immediate posting: Tick this box
  • List of presented bills: Tick this box
  • *DME file:* Tick this box
  • Type: PMW
  • Identification: RIBA


After this step, press "Save"  button.

The following screen pops-up: 

 

 

Click on  

 

The DME file was successfully created, meaning that was sent automatically to the Bank and that automatic postings in the bank sub account were done. 

OTC AR has to inform the CICC Back Office (bo.cicc@solvay.com) using Salesforce (search for subject: DME IT_Year_Month_day) – that the LCR file has been generated and sent into Swiftnet/Trax (mentioning the total amount of the file). The follow up and final transmission of the file to the bank is managed by CICC Back Office.

4.4 Germany

The SEPA Direct Debit is a special payment method used in Germany. This process is fully automatic and OTC AR doesn't have any intervention. The files are downloaded by CICC Back Office.