Objective of this procedure

The purpose of this document is to describe the Credit / Debit and Returns releases in WP1 and PF1 by the SBS OtC service center in Curitiba

Scope

The OtC Service Center is in charge of controlling and releasing in WP1: 

  • document types :
    • related to Rebates : B1, B3, B4 
    • related to Credit : G2, ZG2, KR
    • related to Debits : L2, ZL2
    • related to Returns : RE, KR, KA
  • Billing blocks 08, 09 and 14
  • For Novecare NAM (Sales org US05 and CA02) / Technology Solution (Ex Novecare NAM US21 and CA11)/ Special Chem (Sales or US01 and CA10) Legal Entity 7424 and 7651.

The OtC Service Center is in charge of controlling and releasing in PF1:

  • document types :
    • related to Credit : CRV, CRVA, CRVT, CR, ZCRB, RK, ZCDP
    • related to Debits : DRV, DRVA, DRVT, ZDRB, DR
    • related to Returns : REA, ZREB, ZREN, ZROB
  • Billing blocks 08, AA
  • For Special Chem NAM (Sales org 3384) / Legal Entity 3384. 

Scope

Frequency

 

References

 

Attachments

 

Daily internal controls

Disputes in “Open” and “In Progress” with no modifications for more than 10 days

In order to know how to extract the data required for this control, open file “Follow-up Sales CCS  “stored in drive L

Open transaction UDM_DISPUTE (PI1) and search for variant “/DISPUTE FOLLOW UP”

On the “Changed On“ field and inside “Select Ranges”, add the date mentioned in the “Follow-up Sales-CCS“file and execute

For each dispute check the notes tab to see if any actions were taken and change the status to “Call by Collector” in order for the correspondent Collector to handle it immediately.

 

 

Disputes with External Reference not filled-in with region

 

To perform this control open also the file “Follow-up Sales-CCS“stored in drive L. 

Open transaction UDM_DISPUTE (PI1) and extract a report using the following filters: 

Case Type – Z00A

Status – 10, 21 and 23

Reason – Exclude A999 (Other reasons – as this is usually created by CM)

Escalation reason – Select Z4 (Region EMEA BO)

External refer. – Exclude:

*BENELUX*

*EXPORT*

*FRANCE*

*IBERIA*

*ITALY*

*DACH-F*

*DACH-P*

*UK*

Created By – PT*

Created On – Date of the control 

For each dispute check if the “External refer.” Field is filled-in with the correct region and update it if necessary.

 

Salesforce cases with no modifications for more than 48H

To perform this control the following Salesforce report must be executed: “Cases with no modifications > 48 hours” 

The results must be included in the communication sent afterwards in order to be assigned to the users by the Team Leader and to be handled with priority.

 

Weekly internal controls

Disputes with incorrect status

Each Monday it is necessary to check if there is any dispute modified in the previous week with an incorrect status.  To perform this control open also the file “Follow-up Sales-CCS“stored in drive L.

Open transaction UDM_DISPUTE (PI1) and search for variant “/DISPUTE FOLLOW UP CONTROLS”

On the “Changed On“ field and inside “Select Ranges”, add the dates  mentioned in the “Follow-up Sales-CCS “file and execute

 

For each dispute check if the current status is appropriated and change it accordingly: 

  • To “To be Collected”: if issue is solved
  • To “Call by Collector”: if any action is required from the Collector
  • To “To be Cleared”: if any action is required from Accounts Receivable Team

 

 

Publishing controls

 

After the controls are performed, the results are communicated to TQM team, copy to the OTC BO Manager, Team Leader and team Specialists. 

The errors detected on controls are registered in the following file for further analysis and follow-up: 

http://teamsites.solvay.com/sites/3Se/Accounts%20Receivable/Identified%20errors.xls