The following scenarios trigger the need of bank data file maintenance:

• • Bank key not registered in the central bank file
    
    

If the bank key does not exist in the central bank file, it is not possible for the requester to enter it in the workflow.

In that case the requester must create a Freshdesk to create the bank, giving them the name of the bank, the national codification, the SWIFT code, and possibly the address (the address is not mandatory).

• • Bank name
    
    

Nevertheless, as this information is mandatory, the data controllers must check if it exists when they enter or check the bank details.

Note: The bank file is used by all the SAP modules and applications, in all SAP systems. That means that it is feasible to receive requests for creating a bank even if it is not related to the workflow. For example, creations asked by HR people to be used in PP9.

Some Important Points

• • The bank data are governed by treasury(CICC) generally speaking. For some countries, they just do not have the expertise so they will rely on local expertise (BR, CN,etc))
  • The general intention is to stick to Sap standards

Practically

When an actor (*) is asked for or needs   a change in those parameters, he/she must send his/her request

• • to the process expert AP & PTP master data = currently Sebastien Mesnil, Ricardo Nunes and Paulo Delbel

+copy to SDD (who operates the table)

+copy to treasury (currently Etienne Lobet)

+Data Service center in charge of banks, vendors and customers MD (João Silva and Meire Santos).

+copy the process expert IC + OTC master data = currently Sandra Vieira and Meire Santos

+copy to IS-treasury (currently Nathalie Irtani)

The process experts PTP will check that the request is in line with Solvay standard (Sap standard in principle but maybe some exceptions). They will check with their local experts if any, they will  check the impact on the master data , open items , etc with the service center and will confirm the request to SDD.  The people in copy are invited to react.

(*) the actor who initiates the request can be the service center, the IS, the process experts or  the treasury.

The process experts  commit to answer clearly in a reasonable delay.

Additional comments :

For Brazil, it seems that what is put in place is not 100% in line with sap standard ⇒ nathalie will talk to Marcos Belone

For SE, it’s a good exercise to test the process, so we ask a clear answer from the expert at the end of June : do we apply the change recommended by Sap ? Yes or no , if no why? And if yes  when ?

Useful Links:

http://www.ibancalculator.com/ - confirms the IBAN if is valid or not, and also confirms the Swift code that belongs to the IBAN code

http://canada-banks-info.com/ - CANADA ROUTING NUMBER

http://www.ecbs.org/iban.htm - how to built some Bank Keys

http://www.swift.com - to check if Swift code is valid

Generic inputs

Maintenance

The bank file is maintained in PRS by CodifHQ, Nafta Shared services, and Codif Bulgaria.

Key users located in countries using a non latin alphabet are authorized to enter the local version of name and address in their own alphabet (Cyrillic, Chinese, Kanji, Thaï, …).

Mass maintenance can be done by SDD team.

Distribution

Manual transfer can be done by transaction FI08

Transaction codes

The transactions used to maintain the bank data file:

Full address screen

Functional Deletion

Deleting a bank consists in ticking the deletion indicator, which is only available for the transaction FI06.

Bank data

Note: The data provide must be as most complete and accurate as possible. Ideally it should have inputs on all the inputs covered in this point (when and if aplicable for the countries of the banks).

It is mandatory to have the following fields when processing this task:

• • Bank Name;
  • Bank Number*;
  • SWIFT Code*;

*(Mandatory when the data exists and is applicable according to the bank key rules file)

If necessary, in order for the requester to provide complete inputs, the following template can be provided:

SENDER               : .........................

Department              : .........................

Phone number         : ...............

Date of request        :      

Bank Country              

Code:   ..                              Name:   ..............................

BANK KEY :        .........................

(Please refer to documentation: Bank Key to be used according to the country)

Name                    : ........................................

Street  : ........................................

City                       : ........................................

Branch               : ........................................

SWIFT Code      : ...........                    (Mandatory for banks linked to the SWIFT Network)

Bank Number :  ...........  

Bank name

Name of the bank

Street

Street and house number of the bank agency

City

Zip code and City of the bank agency

Branch

 Name of the bank agency. May be used if the bank agency has a specific name.

For Russian banks, this field must contain the official codification of the bank agency.

SWIFT Code

SWIFT code of the bank agency.

The SWIFT code has to be controlled by Codif by using the web site of the SWIFT organisation (http://www.swift.com), (click on “Avanced BIC search).

Bank Group

Must be left blank

Post bank account

Flag indicating that the bank is a postal bank (mandatory if the bank is a postal bank).

Bank number

Countries using the IBAN codes:

This field must contain the bank identification used in the IBAN codification, according to rules described on the website http://www.ecbs.org/iban.htm.

For other countries, the bank number is currently not used.

Maintaining the bank data file in PF1_050 and Wp1_400

Checking

Always baring in mind the bank key rules for the country for which the data is being created, the first step to perform bank data maintenance concenrs checking if the data already exists in the system.

In transaction FI03 enter the country of the Bank and the Bank Key number:

Note: In countries such as France, Italy, Germany, Spain, Portugal, Belgium it is preferable to use the option of starting the search through the bank key, as it is clearly mentioned in the request.

Nevertheless, for other countries, it is better to enter only the bank country and to use the matchcode:

The search must be done by entering a part of the name:

or the first 6 characters of the SWIFT code:

Concerning bank country codes for "exotic" small countries where there are only few banks registered, it is also feasible to only insert the bank country:

Note: The name of the banks are not standardized and the SWIFT codes are not always entered:

Therefore, the best is to search once with a part of the name, and a second time with the beginning of the SWIFT code.

Note II: The search on criteria like city or branch is not really relevant, these fields are rarely filled in.

Duplication

Concerning duplicates the same SWIFT code can be assigned to more than one bank.

If the data already exists, the following input appears:

In this screen it is possible to verify the data already in the system and analyze for possible duplication of data, namely, Bank Name, Region, Street, City, Branch, SWIFT code, Bank Group & Postal bank Account (if applicable) and Bank Number.

A reply must be made mentioning that such input already exists in the system. Also in this reply, all the data in the system (in the screen above) has to be sent to the requester.

If the system gives the message “Bank XX 1111111111 does not exist” it means that the requested bank key is not in the system.

Crosschecks of data veracity can be made in SAP (transaction FI03) using other inputs given by the requester. Searches are to be made (by the complete input provided or partial data) of the following elements:

• • Name of the bank (e.g. “BANQUE POPULAIRE” or “POPULAIRE”);
  • City (e.g. LISBON);
  • Branch (e.g. “CARENTAN”);
  • SWIFT code (e.g. “CCBPFRPPEN” or “CCBPFR”);

Also checks have to be made in the SWIFT code website (mentioned above) to analyze the accuracy of the data provided between: the SWIFT code, the bank name and, if applicable, the branch.

If the crosschecks match the data provided by the requester, the Bank Data can be created or modified.

Some notes:

For Brasil we have now two options when creating the bank key:

• • By IBAN code: country code + 13 digits after iban code
  • Standart creation: country code + 8 digits

For China: 

Responsible for creation: waratchaya.wangpiphat@solvay.com

For Mexico:

Use Swift code

Creation

Using transaction FI01 the data provided insert the data provided by the requester.

The bank name inserted should match as close as possible the data provided by the requester.

Note: The name provided by the requester is not always the right one to enter. Hence, inserting a different name from the one given by the requester can by done by exception if the name is not the correct one or if it has abreviations which deviate the correct aing of the bank.

Example: BANQUE POPULAURE DE L'OUEST is the correct full name and it is sometimes requested as ‘bank BPO’, or ‘BP’, or ‘Banque populaire’, or ‘B. POP Carentan.’.

After all the required data is insert click on save and take note of the Bank key number.

Finally, a reply must be done to the requester, mentioning that the new bank is create with the bank key XY / 1111111 (Country code + bank key number)

Modification

Via transaction FI02 the data provided by the requester for modification of the existing inputs can be modified.

Before the modifcation, a check must be done in SWIFT code website, in order to confirm if the change requested is indeed accurate and real.

As in creation, the bank name inserted should match as close as possible the data provided by the requester.

After all the required data is insert click on save and take note of the Bank key number.

Finally, a reply must be done to the requester, mentioning that the new bank is create with the bank key XY / 1111111 (Country code + bank key number)

ATTACHMENTS

Flowchart:

http://teamsites.solvay.com/sites/FinOpProc/DBM%20Docs%20SemiRestricted/Flowchart%20Bank%20file%20maintenance.vsd

(requires Visio program to view)