Table of contents

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 CICC. 

Definitions

• OTC AR: Order to cash Accounts Receivable
• OTC CM: Order to cash Credit Management
• OP: Operating procedure
• WARP: PI system for Worldwide Accounts Receivable and Payable
• CICC: Coordination Internationale des Crédits Commerciaux
• CM: Credit Manager
• SC: Service Center
• CCL: Cash Collections team

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 OTC AR team.

• OTC CM/CCL/ Business chase for payment and for some reasons (ex. Liquidity problems) a customer which is also vendor request a spot compensation. OTC AR 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 CICC);
• Compensation cannot be done for different Solvay Legal entities;
• Compensation between documents with different currencies it is not possible;
• The compensation of the invoices will be for documents with due dates in the same accounting period.
• No compensation will be done if the third party customer is classified as "Bad debt"
  

  Compensation

  
  Warning: For local compensations (customers not assigned to CICC), we should use document type S1
  
  

  Recurrent compensations

  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://docs.google.com/spreadsheets/d/15q9WPhYfJD6FYtZwNPfHRKEG49z3D3zL47B72mHa-SI/edit#gid=337386659
  Then, we can proceed with the compensation according to chapter "Compensation clearing".
  
  

  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.
  The first thing to do is to access the following file and check if there are invoices issued for customers (use FBL5N transaction) and insert the amounts in the file.
  https://docs.google.com/spreadsheets/d/15cX38ZoCj0TxnzxPZD9Buq_LN4vKlpDyYs2D0PKKOpc/edit#gid=865337866
  After this, an email should be sent to ses-middle@solvay.com asking if there are new customer invoices to be posted. At the same time PtP 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.
  Warnings:

• 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 20^th; 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 PtP Front Office (Laeticia Chapus) and from PtS SC that all customer and vendor invoices are issued, we should proceed with the compensation as described in the chapter "Compensation clearing".

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 below:

• Residual to be left on vendor side to be paid

Warning: For other compensation scenarios please check chapter "Manual Compensations"

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


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 as below:

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:

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 as below:

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 WARP:

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 as below:

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 .