1. Objective and Scope

1.1. Objective of this Operation

The purpose of this document is to describe the way to record the Treasury Commissions calculation in PI2 and the subsequent invoicing from 2002 (PF2) and 4044(PI2)

1.2. Scope

This operational procedure (OP) applies to all companies with a convention agreement to assign Payables and Receivables to SSA \ SFA either from PF2, PI2, WP1 or outside ERP.

This procedure is under the responsibility of the Hub Luxembourg who performs the closing process of 4044 and 2232, in coordination with the Service Center in Lisbon to ensure the replication in the affiliates as well as the Service Invoicing process.

2. Definitions

See Finance Glossary

3. Tasks description

Treasury Commissions are applicable on:

• Accounts Receivables items:
• Third party invoice & credit note
• Interco unchained invoice & credit note
• Interco chained invoice & credit note

• Accounts Payables items
• Third party invoice & credit note
• Agent invoice & credit note
• Interco unchained invoice & credit note
• Interco chained invoice & credit note

• Data Take-Over: shortcut

The Treasury Commission will be invoiced as following:

• is invoiced to each Affiliate in 2
• Commission for AR items: global amount, sum of different type of commissions
• Commission for AP items: global amount, sum of different type of commissions
• Only rate ‘all in’ applicable
• is invoiced to the Affiliate in Affiliate currency

• No FX for Affiliate
• Part of Change PL
• is invoice on D-2, on all what is not yet invoiced until run date
• Justification is required on 2232/4044 side & Affiliate side - attachment with also the possibility to get historical data (even after archiving)
• Commissions also calculated on Affiliate 2232 but different posting scheme (no invoice) – for statistical purpose as 2002 and 2232 are the same legal entity.

Inside the Treasury Commission are included  - Type of Commissions (All in one):

• Remuneration Time value (Pre-financing)
• Expected Loss for Credit Risk
• Return On Equity at Risk
• Hedging Fee (Carry)
• Service Fee

The amounts are recorded each month at the closing period at D-2. Any assignment after the moment of the Commission calculation is rolled forward to the next accounting period.

3.1.  Commissions calculations process

3.1.1. D-2 Yearly Process

Yearly Process - to be done by middle of January to calculate the average Interest Rate or before start the monthly process.

Needed for the first execution in month end of January.

Go to Transaction Z3F_FA_COMM_COCKPIT and select the “calculate yearly average rates”

Run the transaction in real mode:

3.1.2. D-2 Monthly Process

3.1.2.1.  Commissions: Calculation and Sending

3.1.2.1.1.   Calculation

At month end operations, at the timing of D-2, the following transaction Z3F_FA_COMM_COCKPIT shall be launched for the calculation of the monthly process

Select the   and then the following screen will be available:

Should be executed in Background (Time Consumption).

After this step is done (ensure in SM37), go back to the cockpit

3.1.2.1.2.  Send

The next step is to ensure the sending of the Commission calculation to the tables in the PI2

Select the paying company code: 2232 & 4044 , the closing period and year:

This stage will consolidate the table based on the contracts

- by affiliate,

- type of commission (Receivables / Payables),

 -factoring company.

Also it prepares the attachment for the Business Partner, as well as update to the table that will allow the distribution to the next step.

When step is finalized go back to cockpit and proceed to step 3. 

Note: This step does not generate a spool, in case appears a spool means that there´s an error on table and we must contact the DT team to verify it and wait.

3.1.2.1.3.  Distribute Commissions accrual 

 This will send the accruals to the accurate PF2, WP2 and PI2 the data of the postings

Needed to consider the specific contexts:

Z3F_FA_COMM_AFF

Z3F_FA_COMM_FACT

When step 3 is ensured for each factoring company (0231/4044), ensure communication to Service Center to perform in WP2 and PF2 accrual posting via Transaction Code ZZF_FLYPOST_IN_PROC:

With the specific contexts

- Z3F_FA_COMM_AFF (For Affiliates);

• Z3F_FA_COMM_FACT (in PF2 for 2002)

3.1.2.2.  Commissions: accrual posting

3.1.2.2.1.  Post accrual in Factoring 4044

 The next screen we will select context Z3F_FA_COMM_FACT

Here the outcome is to post in 4044 the accrual to invoice:

Doc Type SA

50 7*

40 22202* with Material and Partner and TP

3.1.2.2.2.  Post accrual in PI2 Affiliate

The next screen we will select context Z3F_FA_COMM_AFF

Target company PRS: 2232 & 4044

In SM37 it does not generate spool in the end:

 This step will post the accrual of invoice to receive in PI1 Affiliates

 Doc Type SA

Post in Affiliate 40 6*

50 23202* with TP

 3.1.2.3.  4044 Invoice 

At this section the program will prepare all the steps to generate the billing in 4044

3.1.2.3.1.  Post 4044 invoice

At this step 3 postings are prepared and generated in the next screen:

Will select all open items in the Invoice to Issue account 22202* and generate

1. a) the invoice posting in the customer account,

D9 Document Type

01 Customer  - from MGT table

50 22202

1. b) Customer clearing to Sub IBA Account,

DZ Document Type

 Customer -from MGT table

Sub Iba - Clear the Sub Iba with the next day IBA

1. c) and transfer the Cash in the 2232 IBA 4044 and the Partner Affiliate IBA

SA Document.

If we have errors on the background we should run in in real mode and processing: mode A  ( for examples when it´s created a new customer)

Example of an error on the spool:

3.1.2.3.2. Generate 4044 invoice output 

This step will generate the physical pdf Debit Note

 Create the Debit Note Attachment and ensure no email sent at this stage.

This step doesn´t generate any spool:

3.1.2.3.3.  Send 4044 invoice

This step will update the tables with the relevant links and accounting detail to be sent to the other ERP:

3.1.2.3.4.  Distribute 4044 invoice

This step will send the Debit Note and accounting prepared to the affiliate ERP

Context: Z3F_FA_COMM_INV_AFF

As soon as this step is done it is necessary to communicate \ ensure action in the receiving ERP - PF2\WP2 – Inform the Service Center to perform the steps of replications.

3.1.2.3.5.  Post 4044 invoice PI2 Affiliate

This step will post the item in the affiliate in PI2 the Vendor Invoice:

Context: Z3F_FA_COMM_INV_AFF

Doc Type R0

1. Vendor
2. 232201*

3.1.2.3.6.  Send email to inform that the Treasury Commissions calculation process is finished

3.1.2.4.  Reporting

This step is performed on D+2.

3.2. D-1 Validation of the commissions calculation

On the next day, after the confirmation from Interco team, we need to validate if the commissions calculations are correctly posted

3.2.1. Validation in PF2 & WP2 

a) Use the transaction FBL1N to check the following vendors:

302307452 
2167774 

Use variant: "Comm. checks"

b) Also validate the G/L 7441050000 in PF2 in company 2002

Note: If the SX is missing, we check the transaction: ZZF_CICCIBA - IBA if it´s blocked, if so should be Accounting Platform that should unlock it and we check later if it´s all ok.

Example:

3.2.1. Validation in PI2 

Perform the following checks on PI2:

a) GL 220025* - Check SX docs that reconciles with DZ docs ( SZ + DZ = 0)

b) GL 22202* (SA + D9 = 0)

c) G/L 7441050000 in company 4044

d) IBA´s -> 591*4044 (Assignment: 2232/COMS) – doc type: SB

End of document.