Tasks to be completed when creating an operating procedure (from creation to publication)

  1. Enter the Title of the procedure:  Description of the operating procedure - Region (APAC, EMEA, LAM, NAM) - Country (Optional) - ERP (PI1, PF1, WP1)
  2. Add the following Labels : 
  3. Fill all fields as described
  4. Once the procedure is completed, publish it using the SBS-OtC approval workflow.

Table of contents 

By default the table of contents displays Heading 2 & Heading 3 (other levels can be added)

Objective and Scope

This OP describes how to perform the quality controls in the Collections Team of the Lisbon Service Center.

 

The scope of this OP is the Lisbon Cash Collection activities for all EMEA customers. The analysis is not exclusively based on tickets (Freshdesk) but also other sources (SAP). The process should analyze first the sample for each controlled task and then look for the source / origin of the request.

 

The Team-Leader or designated backup(s) must complete the excel file attached with total number of samples/tasks analyzed as well as the number of errors detected with this control and corrective actions defined.

 

Definitions should be added in the OtC - Glossary


Scope

1. Remove the icon(s) when not applicable

    

2. Add countries when the procedure is for a specific country (optional)

ERP

3. Remove the icon(s) when not applicable

 

References

 

4. Add the link to SAP procedures (when it exists)

Attachments

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

1. Cash Collection Quality Indicators

Each week, it is necessary to extract 2 samples from each team-member (from previous week) of the following 3 indicators and analyze if the procedures were correctly followed:

 

  1. Disputes created
  2. Promises to Pay created
  3. Freshdesk Tickets closed

 

 

 

1.1 Disputes created

 

In PI1, open transaction UDM_DISPUTE.

In the “Created on” field, click on the arrow to select a range (previous week):

 

 

In the field “Case Type”, insert “Z00A” for Collections Call Output:

 

In the field "Escalation Reason", insert "Z4" for Region EMEA/BO:

 

 

Perform the search by clicking on  and export results to an Excel spreadsheet:

 

Download the file to your PC and open it. Select randomly at least 2 lines to analyze from each team-member.

 

For each sample, check if:

  • Title is appropriate for the dispute reason
  • Dispute reason was correctly selected
  • Notes of the dispute should have all necessary information to allow Sales/CSR/CM contacts to easily understand the issue and react quickly without going through a complex analysis.

 

Below some examples:

 

 1. Incomplete content: "The customer states payment terms are 60 days net and not 30 days net as mentioned on our invoices".

  • All relevant information (example: e-mail copy, contact person and phone nº) gathered when contacting the customer should be documented in the dispute, to facilitate the analysis from Sales/CSR/CM

 

 2. Clear request: "Could you please send the Proof of Delivery to the customer and confirm when it's done? Thank you"

  • Clearly ask Sales/CCS/ACM which action/decision is required from them

 

For more guidelines to better assess the quality compliance, the following documents can be checked:

  •         Dispute Scenarios: AR Dispute Scenarios (To identify the right type of disputes to create depending on the current issue)
  •         Escalation process guide:  (To check best-practices to follow when escalating issues to Sales/CSR/CM)

 

 

 

1.2 Promises to Pay created

 

Open transaction UDM_SUPERVISOR.

 

Go to  icon in order to select the layouts of each team-member.

 

Inside each layout, select the column "Amount Promised" and sort by descending order:

 

 

Select 2 Promises to Pay from each team-member from customers that have a promised amount and check the tab “Promise to Pay”:

 

Select a line and check the details by clicking on the button shown above.

 For each of the sample, check if:

The Internal Note text indicates information regarding payment date and method (if relevant):