Objective of this procedure
The purpose of this document is to describe how to perform the Internal Controls for Cash Collection in the EMEA OtC BO.
Scope
This operating procedure (OP) applies to SBS EMEA OTC BO.
Scope
Frequency
References
Attachments
Daily internal controls
Disputes in “Open” and “In Progress” with no modifications for more than 10 days
In order to know how to extract the data required for this control, open file “Follow-up Sales CCS “stored in drive L
Open transaction UDM_DISPUTE (PI1) and search for variant “/DISPUTE FOLLOW UP”
On the “Changed On“ field and inside “Select Ranges”, add the date mentioned in the “Follow-up Sales-CCS“file and execute
For each dispute check the notes tab to see if any actions were taken and change the status to “Call by Collector” in order for the correspondent Collector to handle it immediately.
Disputes with External Reference not filled-in with region
To perform this control open also the file “Follow-up Sales-CCS“stored in drive L.
Open transaction UDM_DISPUTE (PI1) and extract a report using the following filters:
Case Type – Z00A
Status – 10, 21 and 23
Reason – Exclude A999 (Other reasons – as this is usually created by CM)
Escalation reason – Select Z4 (Region EMEA BO)
External refer. – Exclude:
*BENELUX*
*EXPORT*
*FRANCE*
*IBERIA*
*ITALY*
*DACH-F*
*DACH-P*
*UK*
Created By – PT*
Created On – Date of the control
For each dispute check if the “External refer.” Field is filled-in with the correct region and update it if necessary.
Salesforce cases with no modifications for more than 48H
To perform this control the following Salesforce report must be executed: “Cases with no modifications > 48 hours”
The results must be included in the communication sent afterwards in order to be assigned to the users by the Team Leader and to be handled with priority.
Weekly internal controls
Disputes with incorrect status
Each Monday it is necessary to check if there is any dispute modified in the previous week with an incorrect status. To perform this control open also the file “Follow-up Sales-CCS“stored in drive L.
Open transaction UDM_DISPUTE (PI1) and search for variant “/DISPUTE FOLLOW UP CONTROLS”
On the “Changed On“ field and inside “Select Ranges”, add the dates mentioned in the “Follow-up Sales-CCS “file and execute
For each dispute check if the current status is appropriated and change it accordingly:
- To “To be Collected”: if issue is solved
- To “Call by Collector”: if any action is required from the Collector
- To “To be Cleared”: if any action is required from Accounts Receivable Team
Publishing controls
After the controls are performed, the results are communicated to TQM team, copy to the OTC BO Manager, Team Leader and team Specialists.
The errors detected on controls are registered in the following file for further analysis and follow-up:
http://teamsites.solvay.com/sites/3Se/Accounts%20Receivable/Identified%20errors.xls