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Goodyear
COUNTRY: SLOVENIA, EX-YU, C ZECH R EPUBLIC
P RO CE S S L1: RECORD TO REPORT
P RO CE S S L2: L2 G E N E R A L A CCO UNT I NG
P R O C E S S L3: L3 OTC R E LATE D A CTI V I TI E S
P R O C E S S L4: L4 R E C LA S S CRE DI T B A LA NCE S
A C T I V IT Y : RECLASS CREDIT BALANCE
ID SOP: 2.1.8.11
Activity name 1
DOCUMENT CONTROL__________________________________________3
PROCESS OVERVIEW___________________________________________3
2.1 L2 Process Overview
3
2.2 L3 Process Overview
3
2.3 L4 Process Overview
3
ACTIVITY OVERVIEW___________________________________________3
3.1 Process Details 3
DETAILED INSTRUCTIONS_______________________________________3
4.1 Run the report and review individual AR balance
3
4.2 Create and post 3
4.2.1 Post the journal for Foreign currency__________________________3
4.2.2 Post the journal for EUR____________________________________3
4.3 Check the balance3
4.4 Reverse of credit balance
3
4.5 Request in SSF 3
SUPPORTING DOCUMENTATION__________________________________3
EXCEPTION MANAGEMENT______________________________________3
1 DOCUMENT CONTROL
Created on
Created by
Owner
Approved by
Last Updated on
File Reviewed
26.05.2013
Lima Koshy
Ina Mocanu
05.11.2014
2.1.8.11_Reclass credit balances_CSEE_Slovenia_v1.0
Version
Change Description
Author
1.
0.1
Ina Mocanu
2.
1.0
Ina Mocanu
Mirko Danesi
3.
1.1
Ina Mocanu
Andreea Petrica
4.
1.2
Ina Mocanu
Simona Saulean
5.
1.4.
Reviewed by Local
Ina Mocanu
6.
1.5
Ina Mocanu
2.0
Ina Mocanu
Spela Krek
Function
Credit controller
Country
Email:
spela_krek@goodyear.com
Tel.
+386 4 207 71 52
Name
Ina Mocanu
Function
Country
SSC
Email
Tel
ina_mocanu@goodyear.com
Reviewed By
2 PROCESS OVERVIEW
2.1 L2 Process Overview
General Accounting
3 ACTIVITY OVERVIEW
The purpose of this activity is to reclass any credit balances in AR sub ledger every quarter. Credit
balances can be represented by cash in advance paid by the customer in anticipation of future
shipments or credit notes issued but not applied against invoices as there are no invoices on
balance.
This activity is performed quarterly, on 1st working day. Back-Office SSC will receive an email
from Local Credit Department when all cash received from customers is matched with invoices on
balance (clearing is done). Then, Back-Office can proceed to Revaluation (2.1.8.10 Customer
Revaluation) and only then with reclassification of credit balance.
Used acronyms are:
Acronyms
Full Name
RSD
HRK
MO
BO
Serbian Dinar
Croatian Kuna
Middle-Office
Back-Office
Table 1 Acronyms used in process documentation
Completion of AR Revaluation
Sender /
Back-Office Department
Triggering Unit
Working Day
Recurrence
Output
generated
Journal entry
Receiving Unit
Back-Office Department
Systems Used
SAP, Excel
GL- Accounts
affected
1140002010 (Trade Accounts Receivable - Trade Export B) used for ExYu, 1140000000 (Trade Accounts Receivable - Control Account),
2110003010 (Accounts Payable - Trade - Customers with Credit
Balances), 1140003060 (A/R - Clearing Account Customers with Credit
Balance) for Czech Republic.
5
Efficiency
Potential
N/A
Table 2
4 DETAILED INSTRUCTIONS
There are few steps to be followed when preparing this reclassification.
Step 1
The report is run for 2 accounts 1140000000 for Slovenia and 1140002010 for Ex-YU. For
Ex-YU the process is more complex as there are different currencies (EUR, RSD and
HRK). Slovenia only have EUR. The information is compiled in one file and entry is
booked. Run transaction
Execute.
Figure 1
Figure 2
Figure 3
Sort the table to Total AR (largest to smallest) and positive amounts can be deleted.
The only numerical column important is Total receivables. The amounts reflected in
this report are in EUR. This means that for each customer BO has to check in the
system the currency of the customer and add a column with the amount in local
currency.
Table 3
Figure 4
The report shows both amounts: local and EUR. Amount in square is in local
currency and in circle is in EUR.
Figure 5
These steps are done for every customer for Ex-YU, so that in the end the report contains the
amounts to be reclassed per each currency. This step is not done for Slovenian customers as they
already operate in EUR.
Table 4
3.2.
Split the currency (HRK, EUR, RSD) for a better control. The amounts to be booked in
SAP will be in local currency and in EUR.
Table 5 Credit balance of account 1140002010 split by currency and related amount
For Slovenia the process is easier due to single currency. The report to be run is the
same. A file excel is prepared based on the output of the report.
Figure 6
On the next screen fill in the amount in RSD (foreign currency) and in EUR and a small description
in the Text field:
Figure 7
After entering all the customers with the same currency, insert the Pkey 50 for the credit account.
The final display of the booking will be:
10
Figure 8
The amount of the booking has to be the same as in the table below:
Table 6
Run transaction
11
Figure 9
It should be the same amounts as on the files (Ex-Yu + Slovenia). If the total balance does
not match with the amount from Excel file, check again all the entries.
12
The figure 11 shows only the total amount of the reclassed balance for Slovenia.
13
Figure 12
Figure 13
General Data
Date
Amount
Currency
14
Figure 14
Figure 15
Add in Business Context SAP document numbers for the entry and for the reversal:
Figure 16
Figure 17
Figure 18
5 SUPPORTING DOCUMENTATION
All calculation files and excel will be saved and stored on the common SharePoint.
6 EXCEPTION MANAGEMENT
For Slovenia check the account of late interest 1147110000 if there are negative amounts and do
the same steps as for account 1140000000. Usually there are no negative amounts, but it can
happen.
In Czech Republic reclass of credit balances is posted yearly. In case total credit amount is more
than 10% of total balance on 1140000000, then it is posted monthly.
The accounts to be used are: on debit 1140003060 and on credit 2110003010. The posting is
reversed next month. Note that, the credit balance is not booked against customer account, but on
1140003060, the whole amount.
16