1. Table of content

2. Objective and Scope

The purpose of this document is to describe the valid reasons which OtC AR team can accept as justification to change the due date of a sales document and what are the steps to do it in the SAP system.

This operating procedure (OP) applies to all sales documents.

3. Definitions

  • SBS: In the current document, "Solvay Business Services" will be replaced by its abbreviation "SBS".
  • OTC: Order to Cash
  • SC: Service Center
  • AR: Accounts Receivable
  • CM: Credit Manager
  • DSO: Days Since Overdue
  • GBU: Global Business Unit
  • OP: Operating procedure
  • SSA: Solvay S.A.
  • 0231: Company code in PI1 system for Solvay S.A.

Scope

ERP

References

 

Attachments

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

4. Due date modification reasons

The due date modification is a critical process with potential impact in AR performance (Pastdues & DSO), possible detrimental of GBU action plans to improve DSO and Lack of Control. 

As so, there should be maximum restriction of due date modifications. The request should come from GBU, Collections and validated by CM:

 

It is up to AR team to control and change if the request is according to the reasons validated and with the necessary Documentation or Evidence:

 

Here also some examples of other reasons which are not valid to change the due date:

 

AR should only change the due date if validated by Credit Manager in charge of customer.

If a case is not compliant with the valid reasons it should be escalated to Credit Management Process Expert.

5. Due date modification in SAP

If the reason is valid, and the request has been validated by the respective Credit Management, we should proceed with the due date modification as follows:

The example given below is for invoices assigned to Solvay S.A.

Open transaction ZZF_AR_DOC_CHANGE in PI1 if the invoice is assigned to SSA, or the local ERP if the invoice is not assigned.

The fields should be filled in as below:

  • Company code
  • Customer

Press Execute .

In the next screen you can see the invoice open on account and several information for each document.

 

 

Select the document for which the due date has to be updated using the left side (highlight + red arrow).

In case there are more than one document to be modified with the same New Due Date, select all the lines to modify.

Press the  button.

The fields should be filled in as below:

  • New Due Date
  • Reason: Reason for the due date modification
  • Filename (optional)
  • Comments: Freshdesk ticket number
  • Requestor: Credit Manager who validated the request

Once the fields are filled in accordingly, press  to proceed with the modification.

A confirmation message at the bottom should appear: