Procedure

For ITAÚ we should enter in the website and select "Código Operador".


Fill the field "Código do operador" with your operator number registered on the bank website and click "Acessar".

Click on your name and insert your password


Fill the field "Código numérico" with the code on your personal iToken


NOTE: The "boleto" title is a collection payable at any bank branch of the national territory, home banking, lottery shops, some supermarkets and post offices during the period of maturity.

The first thing we should process is the "boletos" and to get these files on the bank website we should proceed as follow:
We should select "Transmissão de Arquivos" tab.
Select always the box "Transmissão (ambiente produção)". Then select "recepcionar" under "retorno".


Here we can receipt the file from both companies.
The Column "controle" will indicate the company and the column "situação" will indicate if the file was already receipted or should be receipt.
"Controle" 2938 02440-9 is for Solvay Indupa and "Controle" 2938 02441-7 is for Solvay do Brasil.
We should click on "Salvar" button to save the file. The name should be kept the same.
Save it on Drive L:\MERCORSUR\RETORNO BCO ITAU



To extract the statements, select the account on "conta em operação" field, by default it came already selected the account of Solvay Indupa do Brasil.
To have the account statement Click on "Contas" then "Extrato" and select the option "3 dias"


The file should be saved as Excel file. At the bottom of the page, select the option "Salvar em Excel" Save it on Drive L \MERCORSUR\EXTRATOS\ITAU\Month folder.


The same thing should be performed for Solvay do Brasil account by changing the account on the "Contas em Operação" tab.

After save the statements for both companies we should go to Solvay Indupa's account then to "cobrança" tab and select "consultas" > "Detalhado – até 15 dias". It will give the "desconto de duplicatas" file.


Chose the last date available and "Liquidação" then click on "enviar"


If we have any file, we should download it by clicking on "Versão para Impressão (PDF)".
Drive L:\MERCORSUR\EXTRATOS\ITAU\DESCONTOS\ Month folder


To retrieve the VENDOR information we should select the Account Solvay Indupa do Brasil VENDOR and proceed as above ("cobrança" tab and select "consultas" > "Detalhado – até 15 dias").


Select the last day and download the file as above.
Drive L:\MERCORSUR\EXTRATOS\ITAU\VENDOR\ Month Folder



REMARK: sometimes may not have any items for the "Desconto" and "Vendor" accounts

Procedure

For Bradesco we should access the Bank website and click on "Acesso à Conta". A window will appear asking about the certificate, so we will chose the second option "Arquivo".
Select the digital certificate and enter with your password.



It will open automatically Solvay Indupa account with Bradesco. As for Itaú we should process first the "boletos". To get the files on the bank website we should proceed as follow:

we should acess "Retorno", in the tab "Transferencia de Arquivos – WebTA", and select the last bank date and today's date on field "intervalo de datas", select the last bank date and today's date then click on "Continuar" button.


We should select the files with the previous bank date and the "I" in the name than click on "Confirmar" button.



Save it on Drive L:\MERCORSUR\RETORNO BCO BRADESCO.

The following confirmation appears


To retrieve information about the Discount account go to "Transacional" tab then go to "Recebimentos > Cobrança > Relatórios".
Select the account "ID: 10 AG: 4130 Conta: 90394" and click on "Títulos Pagos Conta Relativa"


Select a date between the last working day and the today date and click on "Continuar"




If on the bottom of the page the button "próximos >>" appears, we must click on it to get the rest of the report.


When the Total appears, it means that we reached the end of the report.
Select the data and copy it to an excel file on Drive L:\MERCORSUR\EXTRATOS\BRADESCO\Descontos


To retrieve the accounts statements click on "Saldos e Extratos". We should select the last 5 days and save the statement.
Select the information of the statement copy and save it in an excel file.



After save the file, change the company and save the account statement for Solvay do Brasil.


REMARK: sometimes may not have any items for the "Desconto" account.

Payment allocation description

After the receipt of the bank files, we should proceed with input of the data to PF-1.
First of all we should process the "boletos".
We should process the input of the data to SAP using transaction FF.5.
Click on the button and the variant "0309-RET-BRADESCO"



Change the file to the one you have retrieved from the bank.


Statement file: select the file you have retrieved from the bank;

The following two screens will appear, we need just to click in button:






The same thing should be done with the variant for ITAU for the two files (A and B).

After the upload the batch is generate automatically and we should process it.
For this task is used the transaction SM35 in order to run the batch inputs.
Select the item with your user on Created By column and click on process button. select the items in the box as below, and click on process button.


On the next box select the items as below, and press process button again


If some error happen we should analyze what is wrong and if necessary, contact collections or treasury.

If the following screen appears, just click on the button and the process will continue.

Payment allocation description

After the application of "boletos" we need to process the Discount accounts for Itaú and Bradesco.

On the Itaú file we can identify the customer name, amount paid, payment date, invoice number and interests.

We can find the correct customer account to use searching on FBL5N. The invoice number is placed on the column "seu nº".

On the file for Bradesco we can identify the customer name, amount paid, payment date, invoice number and interests.

We can find the correct customer account to use searching on FBL5N. The invoice number is placed on the column "Nº Título".

To apply this kind of payments we use transaction F-28, one posting for each bank.


Document date: date of the payment;
Posting date: date of the payment;
Type: DZ;
Period: same period of the payment;
Company code: 0309 (we have discount accounts only for Solvay Indupa);
Currency: payment currency;
Doc. Header Text: LIQUIDAÇÃO DUPLICATA;
Clearing Text: LIQUIDAÇÃO DUPLICATA;
Bank data/ Account: 2212000000
Bank data/ Amount: total amount paid on the file.
Bank data/Value date: date of the payment;
Open Item Selection/Account: All the accounts to be used on these file.
Click on Process open items button

After selecting all invoices, if we have Interests to be posted, we should post it on account 7511000000 using Posting Key 50.



Amount: Interest amount;
Business Area: will be filled automatically when put the Cost Center:
Cost Center: EC80007000 (Solvay Indupa)
Assignment: invoice number;
Text: JUROS RECEBIDOS + customer name.

Payment methods description

This kind of payment is for some special customers (usually good payers). Solvay "sell" the customer's invoice to the bank and it is prompt paid in a lump sum. After that the customer should pay direct to the bank and will have a future due date to perform the payment. This payment from the bank is done by local accountancy. On 3S we will do the payment just when the customer pays to the bank.
So the difference between the SAP amount and the amount paid to the bank is interest fees that will be handled by the local accountancy also.
So we will just clear the invoice's amount on SAP.

This account is valid just for Solvay Indupa - Itaú

On the statement we have the payment date, customer name and the invoice number. It will appear on column "seu nº"


To apply this payment we will use the transaction F-28, and the statement from bank website.


Document date: date of the payment;
Posting date: date of the payment;
Type: DZ;
Period: same period of the payment;
Company code: 0309 (we have VENDOR account only for Solvay Indupa - Itaú);
Currency: payment currency;
Doc. Header Text: LIQUIDAÇÃO DUPLICATA;
Clearing Text: LIQUIDAÇÃO DUPLICATA;
Bank data/ Account: 2211000000
Bank data/ Amount: total amount in the system for the invoices in the file.
Bank data/Value date: date of the payment;
Open Item Selection/Account: All the accounts to be used on these file.
Open Item selection/Special G/L ind: W
Click on Process open items button
Select all the invoices and save the payment.

Remark: For this kind of payment we should select the amount of the SAP and ignore the amounts on the statement.

Procedure

Some customers pay directly to Solvay account by founds transfer or cash deposit. On this part of the process we should identify it on the account statement and apply these incoming amounts to the correct customer account.
We should always work using the previous bank date and ignore others date and all the debits also.

For Itaú on the statements we have date, description and amount.
When we have some unknown amount on the statement we should send and email to collections asking details. The debits should be disregarded.



REMARK: For Itaú the entry named "COBR IBBA 2938/02440-9" is the amount regarding "boletos" and should be ignored also.

For Bradesco we have on the statement: date, description and amount.
When we have some unknown amount on the statement we should send and email to collections asking details. The debits should be disregarded.



REMARK: the entries named "Valor Disponivel" and "Valor Indisponivel" should be ignored, as well "Bx Automatica Aplicações".

Using FBL5N:

To identify the payments, search on FBL5N for the customer name mentioned on the statement, find the customer and look for the open items.
When inside customers account search the due invoices, usually the customers pays on the same day as the invoices due date. Sometimes we have some useful information on the text field (inputted by collections).

When we identify the customer and the invoice the payment should be processed using F-28 Transaction:


Document date: date of the payment;
Posting date: date of the payment;
Type: DZ;
Period: same period of the payment;
Company code: 0309 (for Solvay Indupa) or 5685 (for Solvay do Brasil);
Currency: payment currency (usually we have just BRL);
Doc. Header Text: LIQUIDAÇÃO DUPLICATA;
Clearing Text: LIQUIDAÇÃO DUPLICATA;
Bank data/ Account: 50603BRL30 (For Itaú); 50604BRL30 (For Bradesco) and 50607BRL30 (for Banco do Brasil).
Bank data/ Amount: The amount that came in the statement.
Bank data/Value date: date of the payment;
Open Item Selection/Account: Customer account identified.
Click on Process open items button
Select all the invoices and save the payment.

All the unallocated payments we should send an e-mail to Tânia Plantier, collections (tania.plantier@solvay.com) and Mônica Batista, accountancy (monica.batista@solvay.com) asking details.

When we find the customer account, but we cannot match or we are not sure about the correct invoices we should left the payment open in the account with text "CRÉDITO EM C/C CLIENTE" and a dispute should be created for the item.



Posting Cross Company payments:
3S Curitiba (CC 6056) doesn't have an specific bank account and all the receivables concerning 3S Curitiba are received in the Solvay do Brasil's account. When we identify these payments we should proceed as follow:

Using transaction F-28 we will enter the payment received in the bank:

Document date: date of the payment;
Posting date: date of the payment;
Type: DZ;
Period: same period of the payment;
Company code: 5685 (for Solvay do Brasil);
Currency: payment currency (usually we have just BRL);
Doc. Header Text: LIQUIDAÇÃO DUPLICATA;
Clearing Text: LIQUIDAÇÃO DUPLICATA;
Bank data/ Account: 50603BRL30 (For Itaú) and 50604BRL30 (For Bradesco)
Bank data/ Amount: The amount that came in the statement.
Bank data/Value date: date of the payment;

Click on Process open items button , the following warning will appear:

Press Enter button and in the next screen press button


On the next screen:

Company code: 6056 (for 3S Curitiba)
Account: Customer account
Click on Process open items button and select the related invoices.

After save a screen will appear with the Cross-Co. Code No. and the document posted for each company.



REMARK: this operation could be done ONLY when the money was received in Company 5685 bank account and the invoice belongs to a customer in Company 6056.

Procedure

The commissions notes are received by Solvay do Brasil and Indupa from other sovlay foreign companies every month.

We receive once a month from Ana Maria Diniz Santiago for Solvay do Brasil and from Lamolise Sanches for Solvay Indupa a PDF file with the Commission Notes that will be paid on that month, but we do not receive we can contact:

For Solvay do Brasil:
Ana Santiago, e-mail: Ana.SANTIAGO@solvay.com
Nahiana Silva, e-mail: nahiana.silva@solvay.com
Fatima Cavalhieri, e-mail: fatima.cavalhieri@solvay.com

For Solvay Indupa:
Lamolise Sanches, e-mail: lamolise.sanches@solvay.com
Leo Culber, e-mail: leo.culber@solvay.com

On the commission note we have the following information:
Solvay company that is paying; Commission Note number; amount to be paid; currency and sometimes it came with the reference to be used.


Meanwhile they are sent to the exchange company in order to close the Exchange Contract.
Usually on the next day the Exchange Contract is sent to us by the exchange company. The payment is deposited on Itaú in the following days in BRL.

The amounts are identified on the first page of the Exchange Contract. There we can find the amount in document currency (USD or EUR); the amount in local currency (BRL) that is the amount we can find on the bank statement; and the exchange rate used on this contract.


We can search the customers with transaction FBL5N. The commission notes numbers are usually located on text or document header text field.

To perform the clearing we use the transaction F-28 as follow:


Document date: date of the payment;
Posting date: date of the payment;
Type: DZ;
Period: same period of the payment;
Company code: 5685 (for Solvay do Brasil), 0309 (for Solvay Indupa) or 6056 (for Solvay 3S);
Currency: Exchange currency (See it in the Exchange contract USD or EUR);
Doc. Header Text: LIQUIDAÇÃO COMISSÃO;
Clearing Text: LIQUIDAÇÃO COMISSÃO;
Bank data/ Account: 50603BRL30 (For Itaú)
Bank data/ Amount: The amount that came in Exchange contract as foreign currency;
Bank data/ Amount in LC: The amount that came in the statement (same as the exchange contract local currency);
Bank data/Value date: date of the payment;
Open Item Selection/Account: Customer account identified.
Click on Process open items button
Select all the invoices for all the customers and save the payment.

Sometimes we don't find the commission notes in the customer account. For these cases we will left the amount of the correspondent customer account.

As follow:


Amount: Amount of the Commission note;
Amount in LC: It will be calculated by the system when you press Enter;
Business Area: The business area used on customer account;
Bline date: Will be filled with the payment date;
Assignment: Commission note Number;
Text: Commission note XXXXX (insert the commission note number).

After selecting all the invoices and posted all the commission notes not founded in the customer accounts, we can have some little differences between the system amount and the Commission Note PDF amount. All the differences should be ignored and posted as exchange discrepancy in the end

If we have a profit in the differences we should use posting key 50 to G/L account 7540000000;
If we have a loss in the differences we should use posting key 40 to G/L account 6540000000;



The posting should be done as follow:

Amount: Amount of the difference;
Amount in LC: It will be calculated by the system when you press Enter;
Business Area: Will be filled by the system when you press Enter;
Cost Center: Fill with the Cost Center of the corresponding Affiliate (CC: 0309 - EC80007000; CC: 5685 – QC80207000; CC:6056 – 1R80701000);
Text: VARIAÇÃO CÂMBIAL.

Procedure

Services invoices, also called "Barrilha" invoices are the ones that withholding taxes will be applied.
These kinds of invoices exist just for Solvay do Brasil and usually have just 4 digits on the reference.

To post this kind of invoices we need to identify it in a spreadsheet received from local accountancy.


On the spreadsheet we have the amount paid to the bank, the invoice amount on customer account and the taxes amounts (PIS, COFINS and CSL)

After that we should post the payment and the respective taxes like on the example below:

On this example the amount paid to the bank was 6.643,68 BRL.
We should proceed like a standard clearing on F-28 transaction and select the invoice. After that we need to allocate the difference to taxes. Click on the Back button to post the differences:


We should use posting key 40 on G/L Account 2412000000:

Amount: select the amount according to the spreadsheet;
Value Date: select the payment date;
Assignment: put the invoice reference;
Text: LIQUIDAÇÃO DUPLICATA + the customer name and the Tax that it refers too.
After that we should put again the PK 40 to G/L 241200000 and post the other 2 taxes. Then save the payment.

Procedure

The discrepancies of 30,00 BRL for each payment could be accepted as profit and loss without ask Credit Manager for confirmation, but only if we are sure about the invoice being paid.
We should post the difference using Posting Key 40 (loss) or 50 (profit) to G/L Account 6649000000. Also the Cost Center should be filled: QC802060000 – Solvay do Brasil; EC80005000 – Solvay Indupa.

For Mercosur some customers pay the invoices with interests or discount.
After ACM or collections confirmation, post as follow:
Interests: Posting key 50 to G/L Account 7511000000
Discounts: Posting Key 40 to G/L Account 6531000000
The cost center to be used is: QC80205000 – Solvay do Brasil; EC80007000 – Solvay Indupa.

Procedure

This process follows the same role as VENDOR account payments (chapter 2.4.3). Solvay do Indupa sell some invoices to Deutsche bank in order to receive the cash before the due date of the invoice. When the invoice is due, the customer (usually Solvay do Brasil) will pay directly to Deutsche bank and they will send and email to Solvay do Brasil Treasury department.

When this report is receid, Marlene Cedro (Solvay do Brasil Treasury) will forward the email to our queue asking for clearing. The email came with the following title: "Fwd: Solvay Indupa/Deutsche - Relatório de Liquidação de duplicatas em Cessão de Crédito [I]"

We should open the spreadsheet attached and apply the payment using transaction F-28.



The clearing should be done separated by date. Just payments with same due date could be posted together,

Document date: date of the payment, on the field "Data Vencimento";
Posting date: Same as Document Date;
Type: DZ;
Period: same period of the payment;
Company code: 0309 (Solvay Indupa);
Currency: payment currency, usually BRL;
Doc. Header Text: LIQUIDAÇÃO DEUTSCHE;
Clearing Text: LIQUIDAÇÃO DEUTSCHE;
Bank data/ Account: 2212000000
Bank data/ Amount: total amount paid for each date, on column "valor".
Bank data/Value date: date of the payment;
Open Item Selection/Account: Select Customer account.
Click on Process open items button
Select the invoices mentioned on the field "seu número" and save the payment.

After that, create a column on the spreadsheet and insert the clearing number to keep the record. Save the spreadsheet on Drive L/MERCOSUL/DEUTSCHE.

Procedure

This process is similar to the Deutsche one. However it is between Solvay do Brasil that pay to Sovlay Indupa. On this process we will clear the invoices in a future date and when the invoice is due, 3S-AP will pay it.

We receive from Mônica Batista or Marlene Cedro an email with the instructions to clear the invoices, subject: "0309 - Solvay Indupa - Cessão de Crédito Sem Regresso – Santander"



The clearing should be done separated by date. Just payments with same due date could be posted together, using the transaction F-28

Document date: date of the payment, on the field "Vencimento";
Posting date: Same as Document Date;
Type: DZ;
Period: same period of the payment, usually in future date;
Company code: 0309 (Solvay Indupa);
Currency: payment currency, usually BRL;
Doc. Header Text: LIQUIDAÇÃO SANTANDER;
Clearing Text: LIQUIDAÇÃO SANTANDER;
Bank data/ Account: 2212000000
Bank data/ Amount: total amount paid for each date, on column "valor presente".
Bank data/Value date: date of the payment;
Open Item Selection/Account: Select Customer account.
Click on Process open items button
Select the invoices mentioned on the field "Referência" and save the payment.

After that, create a column on the spreadsheet and insert the clearing number to keep the record. Save the spreadsheet on Drive L/MERCOSUL/SANTANDER

Procedure

In the end of the day we should create the "boletos" and send it to bank in order to have it sent to our customers by the bank. We should create 3 files (Solvay Indupa – Bradesco; Solvay Indupa – Itaú; Solvay do Brasil – Itaú).

We should process the transaction F110 as below:

Run date: today's date;
Itentification: SCOB1 for Solvay Indupa (Itaú and Bradesco) and QCOB1 Solvay do Brasil (Itaú)

Click on Paramter tab then on Copy Parameters button .



On the next screen enter with the previous working date and select the Identification you want to copy.


Click on the tab Status then select YES when the system ask if you want to save data.

On the next screen click on Proposal. Flag: Start Immediately.


Press Enter until everything be processed then click on Payment Run Button.
On the screen that will appear, Flag: Create payment.
Press Enter until everything be processed.

Press Enter until everything be processed.

After the process we should go to Environment menu, Payment Medium, DME Administration


When processing the file for Solvay Indupa (SCOB1) it will generate 2 lines, one for Itaú (Receiver 341C) and other for Bradesco (receiver 237).
Select the line with the file created then click on Download button, .


Select the place where you want to save the file (Drive L:\MERCORSUR\ENVIO BCO ITAU) and save it.


After save both files we should perfom all the process for QCOB1 on the same way as above.


To send the files to the banks we should proceed as follow:

On Itaú website select the tab "Transmissão de arquivos" then click on "enviar" under "remessa".



Select the "Cobrança – 400" on "Produto" field then select the file you have saved previously. We should do it for Solvay Indupa and Solvay do Brasil.

After sending the file, the following confirmation screen will appear.



On Bradesco Website:
Go to tab "Transferencia de Arquivos – WebTA" then click on "remessa"


Then clck on "incluir" and select the file you have saved for Bradesco. After that, click on "Enviar".


After send the file, the following confirmation screen will appear.

Procedure

Sometimes customer could ask for the copy of the "boletos". When we receive this kind of request, customer will send the invoice number. 3S-AR should proceed as follow:

Go to customer account in FBL5N and get the ref. key 3 of the invoice customer is requesting.


Go to Itaú bank website. Select the account regarding the company that customer belongs to (Ag. 2938 – C/C 02440-9 – BCO ITAUBBA SOLVAY INDUPA BR (Company 0309) or Ag. 2938 – C/C 02441-7 – BCO ITAUBBA SOLVAY DO BR (Company 5685)).


Go to the tab "Cobrança" and select "Um Título".


On the next screen fill "Carteira/Nosso Número" field with 112 + Ref. Key 3.


On the next screen you can confirm the data as customer name, invoice reference, amount and date. Click on "Emissão de 2ª via" to get the copy of the "boleto".


When the "boleto" will appear click on the button "Gerar Boleto em PDF" to save it and send to customer.




For Bradesco Bank you can proceed as follow:

Get the Reference Key 3 details for invoices that you need to get the boletos images.



After go to Bradesco Bank website and click on following tabs:
"Recebimentos" > "Cobrança" > "Relatórios"



The following screen will appear, and with "ID: 9" selected you can click on "Título Específico / 2ª Via de Boleto"



So complete the text box for "Nosso Número" with the details get on Reference Key 3 on customer account.



You can check the customer name on next screen and if all right you can click on button "2ª Via Boleto"



The following screen will appear:


Go to the end of page and get a big number code mentioned as "Representação Numérica"



Go to this website:
http://www.bradesco.com.br/html/classic/produtos-servicos/outros/2-via-de-boleto.shtm

And click on button "Pesquisar boleto pela Linha Digitável"



So complete the text boxes with the number as below, complete with the code indicated on secure image, and click on "Continuar" button:



So click on "Visualizar" button to see the Boleto image:



Click on printer image indicated and save the boleto image as PDF file to send to customer.

Procedure

Solvay Indupa do Brasil have an agreement with PVC Brazil and some customers from PVC Brazil pays "boletos" for Solvay Indupa.
Because of that, sometimes we will receive and email from PVC Brazil asking to send a copy of the "boleto" to them. On the request customer will send the boletos references and the "CNPJ" (number to identify legally companies in Brazil, like VAT).


On this case, the way to get the "boltos" is almost the same as the previous. However we should go to Itaú bank website and select account "Ag. 0912 – C/C 00178-1 – SOLVAY INDUPA DO BRASIL" tab "Cobrança".


Now we should select "Em aberto – a vencer e vencidos".


On the next screen fill the field "CNPJ do Sacado" with the CNPJ mentioned by the customer.


The next screen will bring all the open items for this CNPJ. We need the number in "Carteira" and "Nosso Número" column. The column "Seu Número" will be the "boleto" reference.


Go back to "Cobrança" tab and select "Um Título".


Enter the numbers you get in the previous screen and click "Enviar":


On the next screen you can confirm the data of the "boleto". Get the number "Transferido do Título".


Go to the website www.itay.com.br/servicos/boletos/ and chose the option "2ª via de boleto" and click button "Próximo"


Fill the blank field with the number you get in the previous screen and click "Próximo" once again.


The "Boleto" will appear. Click in the button "Gerar Boleto em PDF", save it and send to the requester.

Procedure

To reverse anything in Mercosur scope, we will use transaction FBRA (if some clearing was done) and transaction FB08 (If a payment was just posted on account).

To use the FBRA transaction we should insert the document 251000…. Or the document 651200…. On the Celaring Document Field, insert the company code of the posting and the Fiscal Year.


Before the reversal we should click on the button to check if this is the document we want to reverse.


After the confirmation we should click on the button and save the document on the floppy button .

The following screen will appear and we should click on the button


Then Chose the reversal reason (01 if the clearing was done in the same period and 02 if not).
Put the posting fate and click on the button to conclude the reversal.


The transaction FB08 is almost the same thing, however is used for the documents just posted in an account.


Document Number: put the posted document to be reversed.
Company code: the document company code.
Fiscal Year: year of the posting
Reversal Reason: 01 if the clearing was done in the same period and 02 if not.
Posting date: posting date

Click on button to check if this is the correct document to be reversed and confirm on the following screen.


Click on the button and save the document on the floppy button .