Open  in  PI1 .

This screen appears:

Click on ‘Get Variant’ 

Remove what is written in ‘Created by’ field.

Click on  ‘Execute’  .

The Coda files list will appear. There are variants divided by country.

Double click on the line corresponding to the country variant and print it. Repeat this step for all variants above.

Open  Feba  transaction:    

This screen has to be filled in as follows: 

• Company code: WARP
• Statement status: 7 “Incompletely Posted” (It only gives the entries that still need to be processed) 

Remark: In case there is the need to search a payment already posted, choose status 8.

With Status 7 selected, click on the icon Execute  to get all the payments to be posted for all the Regions:

This gives an overview of the bank accounts where remained payments that need to be posted by OTC BO AR. There are three available statuses: 

• Not to be posted (ex. Cash pooling, interests, banking fees) - not to be posted by OTC BO AR
• To be posted - to be processed by OTC BO AR
• Posted - already processed 

Based on the list of entries not yet posted (red items), the bank and the currency that has to be processed should be selected by double clicking on the item. 

Example:

Remark : As soon as the payments are posted, the amounts become green on FEBA statement. See example below:

Having the name of the customer or the invoice number, the system is able to identify the customer account itself. However if all the details are not displayed in the statement, the system is not able to perform the matching.

In the bank statement below, there is mentioned the customer name.

Therefore, the following screen appears suggesting already the customer number in the Account field:

Thus, we should select the correct invoice by double-clicking on the amount in the “EUR Gross” column.

The amount is now displayed in blue. 

At the bottom of the screen, the “Amount entered” (corresponding to the amount of the payment) is equal to the “Assigned” amount (our invoice selection), meaning that the payment matches perfectly with the invoice. In this case, the “Not assigned” field (at the bottom of the screen) is equal to “0”, meaning that the transaction can be validated by clicking on the floppy disk  (at the top of the screen). 

If the “Not assigned” field does not equal to “0”, different explanations are possible:

The amount could be a banking fee, a discount , etc. Therefore an analysis should be done to find the reason of the discrepancy

 The difference must be posted by using the procedure “Management of Payment discrepancies”

a. Search by invoice number

Open “Z3F_FA_CNTR_DISPLAY” transaction. 

The first screen that appears is the following: “Factoring contract display”.

This screen should be filled in as follows:

Affiliate document number – Invoice number

Then click on the Execute button  

All details regarding the invoice number are displayed on the following screen: 

The image is divided by colours to easily explain the fields. Therefore: 

Red: In this box, we can find the customer name, the document (invoice or credit note) and its amount

Green: Here we can find the contract status (open, closed, etc.) and creation dates

Yellow : In these fields, we can see information regarding the affiliate as the company code, document (Invoice reference), reference and PO Ref. Also the customer number in local company is visible here

Blue: Information of the document in WARP.Again the inv. Reference available and customer number is in WARP

Pink: On the left side, all the information regarding dates for affiliate and factoring side. On the right side, it is displayed all the information related to payment method and discount terms

b. Search by customer name

Click on the floppy disk on the payment. The following screen appears: 

To search for the customer number, click on the icon . Following screen appears:

This screen enables us to search for a customer by country, by name, etc.

Advise:  Use upper case letters and if you are not sure of the entire name, type a part of the name, surrounded by asterisks, as in the upper example and then click on .

When the system finds a result, following screen appears:

Click on   or double-click on the customer name to automatically return to the previous screen – “Post with Clearing Select open items”.  The “Account” field is automatically filled in with the customer number as follows:

Click on “Process open items”. 

c. Search by customer details

On  FEBA  transaction, click on   button:

Afterwards, the most common search is by “ Cust. search using addr. attrib. ” to search by name or address, or using “ Account Number or Key of a Worklist ” to search by VAT number. See below:

To have the possibility to choose a different search layout, close the search option and click in the button below. This way, you can choose the search option that is more suitable for each case.

In the case showed below, the system suggests two customers’ accounts that have the same invoice number but in different company codes. In such cases, we should enter in both invoices to find out to which one belongs the payment (it can be checked by customer name). If by selecting the correct invoice matching cannot be done, you should go back and copy the correct customer number in order to open all open items on the account.

5. The system open only some items

The documents proposed by the system do not necessarily correspond to the total number of items opened in the account of the customer. The reason is quite simple: when the system identifies the invoices concerned by the payment (document numbers given in the payment details), it proposes only those documents. The rest of the account doesn’t appear.

To obtain all customer open items, click on the back button  (at the top of the screen) and the following screen appears:

Click on “Choose open items” on the screen above, insert code “A” in Special G/L ind field in order to open all items (payments in advance included) and then click on “Process open items” on the following screen:

The customer account is then displayed with all open documents and the rest of the documents indicated on bank statement can be selected. 

Validate the transaction by clicking on the floppy disk   (at the top of the screen).

Sometimes there are payments received from identified customers but without any payment details (invoice numbers). Those amounts cannot be matched on customer’s accounts against the invoices but they must be applied on the customer’s account as a DZ document. Then, a dispute should be created to obtain the payment details. 

In order to leave the payment open on customer’s account, we should proceed as follows: 

We should click on Save button on the payment screen on FEBA transaction:

Click on the green arrow at the top of the screen . Following screen appears:

This screen must be filled in as follows: 

• PstKy: 15 (for credit movement on customer account – Incoming payment)
• Account: Customer Number

Afterwards, click on  ‘Enter’.  The following screen appears:

In this screen, the amount must be indicated. To do so, simply type asterisk  “* “in the Amount field and press Enter  to avoid errors (more accurate). The item can be now validated by clicking on the floppy disk 

Sometimes we need to consult local system to retrieve data regarding the payment in advance. See the three systems we should check:

Searching for Sales Orders and Invoices in PF1  

Example:

In the bank statement above, we can see the reference of proforma invoice (97466667) and the customer name: Procter and Gamble. Thus, there are two options to find the order number:

1. by document number
2. by customer name

1. Search by document number:

Use transaction VA03 to search either by proforma (Billing document) or by order number (in the example we have the proforma number):

Click on 

The following screen appears:

The “Payment terms” field must be verified to check if it is a payment in advance or not. On the “Payment terms” field two options can occur: 

• X InvD
• Payment in Advance 

In this example, the invoice will be probably on customer account since the payments terms are 30DInv. So, to search for the invoice number related to this order, click on Environment and choose Display document flow as follows:

The following screen appears:

2. Search by customer name: 

Open transaction VA03 and click on Sold-to party field : 

You will get the following screen:

The customer’s name should be inserted between asterisks. Click on   

The following screen appears:

Check both customers to see which the correct one is. Afterwards, click on . 

The system adds the customer’s number in “Sold to party” field automatically, and then clicks on 

The following screen appears which gives all of the pending orders for this customer. In general, the payments received involve the most recent orders, so click above the Doc. Date column to order it by date.

Then, we should transform the  “DZ”  entry into an  “E5”  entry through  Z3F_FA_AR_PMT_ADV  transaction.

This screen has to be filled in as follows:  

• Company code: WARP
• Customer: Customer number in which payment was allocated
• Document Number: Payment document number
• Fiscal Year: Payment fiscal year
• Line item: Item number which corresponds to the payment on customer account. Example, on doc. 7000000472, the Line item is 002 

Then click on . The following screen appears:   

We should fill it as follows:

• Landscape: Choose the line according the system which assigned the invoice. In this case 
• Aff.Co Co: Affiliate number
• Sales Doc.: Sales order (we should fill this field or the Billing doc. – Only one is needed)

• Billing Doc.: Billing doc. (we should fill this field or the Sales doc. – Only one is needed)

Then we should choose button  and the Net value field will be filled automatically with the Sales document amount. When there are differences between this amount and the payment can be for several reasons: partial payment, banking fees, etc. Thus an analysis should be performed to trace the reason of the difference.

Click on 

Choose Yes and the following message appears:

Payment in Advance for more than one order:

In case our payment is for more than one order, we should divide the payment on the transaction Z3F_FA_AR_PMT_ADVANC as below:

This screen has to be filled in as follows:

• Company code: WARP
• Customer: Customer number in which payment was allocated
• Document Number: Payment document number
• Fiscal Year: Payment fiscal year
• Line item: Item number which corresponds to the payment on customer account. Example, on doc. 7000000473, the Line item is 002

Then click on . 

The following screen appears:

We should insert the information on the fields as below:

• Landscape: Choose the line according the system which assigned the invoice. In this case 
• Aff.Co Co: Affiliate number
• Sales Doc.: Sales order (we should fill this field or the Billing doc. – Only one is needed)
• Billing Doc.: Billing doc. (we should fill this field or the Sales doc. – Only one is needed)

On FEBA transaction, we insert customer number. Click on the icon “Process open items” and the following error message appears: 

In case customer is not created in WARP, we should run transaction Z3F_FA_PARTN_CC_VIEW

Insert customer account number and execute   

Customer is then created in WARP with default values + some data copied from 5763 / 5976

Open transaction Z3F_FA_IBA_TRANSFER

Insert the sub-account concerned (in this case 50501EUR16) and Execute

Then, select the line concerning the payment and insert the information you have in order to help the affiliate to identify the reason of the transfer. In the case above, it is mentioned the company code, customer and invoice number.

Select the payment to be transferred and press

The IBA account is usually composed by 591+currency+affiliate company code. Add it and press “OK”. 

We might have the need to allocate a payment received in CICC in a vendor account. There are two possibilities in the ZFA_TRANSFER_AR_AP transaction:

• Transfer to vendor account (no payment) 

Selecting this option, the goal is to manage the payment in vendor account, meaning that no payment is to be executed. In this case, OTC AR should execute the posting and then inform PtP (create a case in Salesforce and transfer it to “PTP-Helpdesk EMEA” queue). 

Select one of the options described above and insert the sub-account concerned (in this case 50501EUR16). 

Execute . The following screen appears:

Insert in the text field of the line related with the payment the information you find relevant for the transfer as customer, invoice or case number (please note that the text space is very limited). 

A KR document will be open on vendor account as below:

• in the 1^st option with payment block B and will be paid;
• in the 2^nd option with payment block H and will remain open until further action from PtP; 

Example: 

The posting executed will clear automatically the TI’s in WARP and 0231 according to the clearings:

The first thing to do is to check in which Sub-accounts the movements are recorded. Therefore, the 900… doc. on FEBA transaction should be consulted 

Double click on the document:

The following screen will appear:

In this example, the posting have movements on 16 and 10 Sub-Accounts. 

There are 2 possibilities: 

1. If related with Bank Sub-account 12, 15,16 or 17   

A)     Amount until 10€ - OTC BO AR is authorized to post this amount as banking fees.

Go directly to the G/L account related (you can access it on 900… doc.) in transaction F-03 (WARP and 0231), choose the TO related, go to Residual items tab and post as FB, as below:

Example to change the flag of the coda:

In order to change the flag insert the first number in the “Key” field and the second number in the “Number” field. Click on the “Execute” button with “Test” field marked in order to check if the flag is related to the correct statement. If yes, go back, take off the tick from the “Test” field and press “Execute” again. 

B)     Above the limit of 10€ - We should search possible payments cancelation (ex. Direct debits/cheques cancelation; search open items in that country by that amount). If no result is found or in case it is mentioned on bank statement “Frais bancaires” or some word that leads us to think it is banking fees related, we should then address the email to CICC BO (bo.cicc@solvay.com). In case the answer is to post as banking fees, please refer to explanation described on line A).

2.  If G/L accounts 12/15/16 and 17 are not included:  

In this case, the negative amount is not to be handled by OTC BO AR. We just need to change the flag to “Posted” in transaction Z_FLAG_CODA. 

Example: 

This amount will be cleared on the subaccounts when doing the subaccount reconciliation.

Transaction ZPVK  

Therefore, open transaction ZPVK as below:

On the “Credit rep. group” option insert “01” to “51” in order to have all the Credit Managers and Credit analysts included.

Then choose the layout /UNALLOCATED

Click on. The following screen appears:

Double click on 900…. document of the unallocated payment.

Click on Services for Object icon  and choose Create Note

Insert then the case number as below:

And click on the button.

The case in Salesforce should be classified with Status “Need of more information” and Status reason “Unallocated”.

For example, an amount is on the FEBA dated 27^th April 2011.  But the information needed is provided by Assistant Credit Manager only beginning of May 2011 when April period is already closed.  The amount has to be posted in May.

In FEBA transaction click on the floppy disk 

The following screen appears with document date and posting date 27^th April 2011:

Then click Enter,

The following error message appears:

The posting date can be changed to today’s date and Enter should be pressed.