Table of contents 

1. Objective and Scope

The purpose of this document is to explain how to manage the errors at the time of its assignment to WARP. All the invoices assigned to WARP that do not have all the information or aren't correct can originate errors when are assigned.. 

This OP also explains how to modify a contract already assigned to WARP.

This operating procedure (OP) applies to all customer documents in local systems (PF1, RCS and RHO) for all companies assigned to WARP. Reference Documents 

2. Definitions

  • SBS: In the current document, "Solvay Business Services" will be replaced by its abbreviation "SBS".
  • 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
  • CCS: Customer Care services

Scope

ERP

References

Attachments

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

3. List extraction

All the contracts assigned to WARP are verified automatically by the system through 24 See the 24 checking's on chapter 4 - Attachmentscheckings. Afterwards, all the errors should be manually checked by OtC AR. Therefore, on a daily basis, OtC AR should run transaction Z3F_FA_OI_MONITOR as follows: 

The screen should be filled as follow: 

  • Select Agent/Vendors or Customer: Customers

Execute  

Next screen will appear: 

At this stage it is important to distinguish the status of the errors. Therefore: 

  • Red status – the document has been blocked automatically through the automatic checking and the payment block is Y, meaning that it wasn't handled yet
  • Yellow status – The error was already managed by someone from the team and therefore the payment block is X
  • Green status - The error was successfully handled and it was assigned to the Factoring Company, therefore its status changes to Green with a payment block D (only shown after processing the error).


All the errors with status red and with payment block Y have to be treated on a daily basis. Two possibilities can occur: 

  • OtC AR solve the issue and release the contract to PI1
  • OtC AR will contact an entity who will enable the correction of the error (different entities according to the error).

At the top of the screen we are able to see the different tabs:

  • View log: In this field we can see the different actions done and by whom
  • Release for factoring: It should be pressed whenever the blocked issue is solved and we want to issue the document to PI1. In this case we need to choose or to write a reason.
  • Insert text: This option enables to insert a free text on the error
  • Request update by mail: In case there is a need to contact someone to solve the error, this option should be chosen. Therefore four contacts are predefined:

Whenever OTC AR has to add manually the email address, the symbol ";" should be used to separate the emails. Otherwise the emails will not be sent.

When we press one of the possible contacts, an email is sent. Thus, we should write our question on the text field. 

    • Change payment method: This option enable to change the payment method of the error. It is then mandatory that we inform the CCS to update the masterdata.

4. Management of the errors

Here is the list of all errors that should be handled by OTC AR and the description of how to solve them 

4.1 DOC: Document currency not accepted

The system automatically blocks all the items which currency is not accepted. Therefore, an email should be sent to Treasury through the option "Request update by mail". 
Select the error line on Z3F_FA_OI_MONITOR transaction and choose Request update by mail. 

Next screen will appear: 

Choose 

 and write the email as follows: 

4.2 DOC: Posting date is higher than the current date

The system automatically blocks all the entries which posting date is higher than the current date. In this case: 

  • if the posting date is in the current month: Wait for the posting date to Release for factoring

Select the error line and choose  stating the reason 

  • if the posting date is in a different month, we should send an email to CCS contact. Therefore choose "Request update by email" and confirm the correct posting date:

4.3 MD: Partner doesn't exist in the WARP (general) / MD: Partner doesn't exist in factoring company (company code)

The system automatically verifies if the customer account exists in PI1 system at General Level (not created in PI1) and Company Code level (not created in WARP cc). 

In case it is at General Level we should send an email to CCS or affiliate (in case of Croco) asking confirmation regarding the account number. 

Choose  and select:

  1.  in case of a goods invoice;
  2.  in case of a croco invoice; 

In case the account has to be created, use the  button to send an email to Data Management soliciting the customer creation. 

In case it is created in PRS but no it WARP request to OtC AR Team Leader or Specialist level 2 to create it using transaction Z3F_FA_PARTN_CC_VIEW.: 

Add the customer number and process 

4.4 MD: Partner is blocked for posting/flagged for deletion in the factoring company

The system automatically verifies if partner has a posting block or if it is flagged for deletion in PI1system and blocks the entries if yes. 

In any case, OTC AR should investigate to understand if this is the correct customer (check if there is another customer with this name and if it has been used lately). In case of doubts we should send an email to CCS or affiliate (In case of Croco) confirming if this is the correct customer account 

Blocked for posting
The account is correct but blocked for posting in WARP, send an email to CODIF HQ to unblock it (using button  ), when the account is unblocked for posting the document should be  . 

Flagged for deletion:
The account is correct but flagged for deletion in WARP, send an email to CODIF HQ to un-flag the it (using button  ), and the document can be  immediately. 

4.5 DOC: Amount bigger than max amount (Outgoing cash)

The system automatically blocks documents if amount is bigger than 250.000, 00€ in case of credit notes (Outgoing cash). 

In case the Credit note is not linked to any invoice we should always confirm with CCS (with Credit Management mailbox in copy) if the amount is correct and that we may accept the document into the Factoring company. In case it is related to a croco invoice we should send the email to the affiliate.. 

Choose  and select:

  1.  in case of a goods invoice;
  2.  in case of a croco invoice; 

When receiving a confirmation that the amount is correct we should choose . 

In case the amount is not correct, a debit document should be issued to annul the incorrect credit and a new one should be issued with the correct amount. 

4.6 PAYM: Payment method of document is not accepted

The system automatically verifies if there is a valid payment method in customer document (otherwise in master data). If there is no mapping in the table, document will be blocked. 

In this case we should change the payment method as follows: 

Select the line error and choose  

 

Click on  

 

The following message will appear:  and the item will become yellow with payment method X as below: 

After the payment method is replaced we should  to assign the document to WARP. 

4.7 DOC: Document assigned but master data in manual exception

The system automatically confirms if the AR Pledge indicator on the document is in conformity with the master data of the customer. If the master data is in Manual Exception the document will be blocked. 

Send an email to CCS or Affiliate (in case of croco invoices) asking if the document should be assigned to WARP and if it applies to all future documents on the account. 

Choose  and select:

  1.  in case of a goods invoice;
  2.  in case of a croco invoice; 

In case of confirmation that the account maybe assigned, request OtC Team Leader or Specialists to remove the manual exception. 

If only that document is accepted but not all future documents on the account, release it by doing 

In case the document should not be assigned to WARP the pledging indicator on the invoice has to be changed to "NO". 

4.8 DOC: Document to be assigned but not allowed in master data

The system automatically confirms if the AR Pledge indicator on the document is in conformity with the master data of the customer. If the customer account is not allowed to assign to WARP, the document will be blocked. 

5. Manual Assignment of Receivables

This chapter explains how to manage a document and master data of a customer in order to facilitate the assignment of receivables to WARP. 

There are four situations that may occur for a document to be blocked for assignment to WARP:

  • The document is pending in the Factoring Monitoring due to an error
  • The AR Pledge indicator on the document is set to NO (or missing), even if in Factoring master data the assignment is Allowed and without manual exception;
  • The Factoring Master data of the customer is Allowed but set to Manual Exception;
  • The Assignment of Receivables is Not Allowed in Factoring Master Data (no action is possible).

5.1 AR Pledging Indicator on the document is NO

In some documents might occur that AR Pledg. Ind. Is set to "NO" (or missing). This information can be identified on the document (in local system) by pressing Additional Data 

Next step is to confirm the consistency with the Factoring Master Data. 
In the master data of the customer In local system press  followed by  to show the following screen: 

If there is no Manual Exception and the Factoring is allowed, the AR Pledg. Ind. On the document can be changed to "FA" and the invoice assigned; 
To Manually change the AR Pledg. Ind. Press  on the document (local system) and then  : 

Replace the AR Pledg. By "FA" 

And Save. In a few moments the Document should be available in WARP (in case there is an error the document will be blocked in the Factoring Monitoring) 

5.2 Factoring Master Data is allowed but with Manual Exception

If the Manual Exception has a tick, we need to confirm with Affiliate if we should assign only the document or all the account can be assigned (remove the Tick); 

If the affiliate confirms the account could be assigned to WARP – remove the Manual exception. 

If only the document should be assigned change only the AR pledge Ind. of the document to FA. 

6. Contract modification

This chapter explains how to modify in local system the editable fields of a document already assingned to WARP (Contract). 

The requests for contracts modification should be always come from the Credit Manager

The transaction used to modify the contract is  Z3F_FA_CHGE_DOCS_ERP and it will be possible to change the following fields:

    • Pmt method;
    • Due date/ Calculated pmt Date/ Discount;
    • Cancel assignment to WARP;

It is not possible to modify the due date of Interco Chained contracts. In this situation, request to CCS to issue a Credit note to cancel the invoice and a new document with the correct due date. 

Open transaction  Z3F_FA_CHGE_DOCS_ERP and select the partner type "Change customer documents":  

The box with the fields that can be modified for customer will appear. Using the "Common selection", add the information that will enable the system to find the document to be modified (Contract or Document number + affiliate; complete with Customer; year; others if necessary). 

When the selection is complete and the field to be changed press . The following chapters will explain how to modify each field. 

Status:  

  • Document with Yellow Status was modified and is pending;
  • Document with Red status can not be modified;

6.1 Payment Method

After selecting the document and enter the option to modify the payment method the following screen will be shown:

Add the new payment Method the status will become green:

Press  to complete the operation:

It is possible to see the modification in the log  . 

 

In case there are more than one document to be modified with the same value, select all the lines to modify and press 

Add the payment method and 

Press  to complete the operation. The payment method will Be changed in WARP and Local System.

 

6.2 Due date modification

After running the transaction for the due date modification, please assure that the modification was successful executed in both systems. If not, please create a fas-connect 

After selecting the document and enter the option to modify the due date the following screen will be shown: 

Add the new Due date, the status will become green:

Press  to complete the operation: 

It is possible to see the modification in the log  . 

 

In case there are more than one document to be modified with the same value, select all the lines to modify and press 

Add the due date and  

Press  to complete the operation. The due date will be changed in WARP and Local System.

6.3 Cancel assignment to WARP

After selecting the documents to modify the following screen appears:  

 

Select the document to be modified the status will turn green: 

Press  to complete the due date modification.

 

7. Appendix

 

All the contracts assigned to CICC & NAFTA are checked automatically by the system through 24 checkings. See below:

101 OPEN: Check downpayment not yet paid
102 MD: Check vendor master data payment block (Factoring)
103 DOC: Document currency not accepted
104 INTRA: Document belongs to a chained vendor
105 DOC: Posting date is higher then current date
106 PAYM: payment method of document is not accepted for this vendor
107 MD: Partner doesn't exist in the factoring company (general)
108 MD: Partner doesn't exist in the factoring company (company code)
109 MD: Partner is blocked for posting in the factoring company
110 MD: Partner is flagged for deletion in the factoring company
111 DOC: Document date is higher then current date
112 DOC: The amount is bigger than the reference amount
113 DDEBIT: Vendor with direct debit / Doc with other payment meth.
114 DDEBIT: Amount over the direct debit limit
115 DDEBIT: Payment method in doc.(5) different from the one in the vendor
116 MD: Bank country with embargo
117 DOC: Document type is not valid for agents
118 COMPANY: Item belong to invalid company code
119 PAYM: payment method of document is not accepted for this customer
120 DOC: Document with factoring but master data in manual exception
121 DOC: Document with factoring but no factoring in master data
122 MD: Check vendor master data payment block (Affiliate)
123 DOC: Amount is bigger than max amount (Incoming cash)
124 DOC: Amount is bigger than max amount (Outgoing cash)

Afterwards, some will block the assignment and will show up for OTC AR to manually correct all the errors.