MASTER SOP_OtC_3.

3 Cash
Application_3.3.1 Process Electronic Bank
Statement_SAP
(based on Entity XYZ)

or
OP_DE01_DE02_OtC_3.3 Cash
Application_3.3.1 Process Electronic Bank
Statement_SAP

First publication : “Month DD, YYYY” e.g. November 10, 2016

Last change on : “Month DD, YYYY” e.g. November 10, 2017
Version : 1.0
Document type : Master SOP or Entity specific OP (Operating Procedure)_DE02_DE05
Author name : XYZ
Last Reviewer name :

General
 SOP creation guidance:
 Process name should refer to the Blueprint / Taxonomy nomenclature with indication of the
level.
Blueprint SP location:

ACCOUNTING BLUEPRINT_Target service placement up to L4.xlsx

 L4 Activity name can be added if needed:

[Master] SOP_[Entity code]_Tower_L2 Process name_L3 Process name_L4 Activity name

 [Master] or [Entity code] to be applied accordingly to the purpose of the SOP.

 We need to add a system name in the title / first page if we decide to create different Master
SOPs per system.
 Master SOP Font: Arial (Body) 10, Black Text 1, Lighter 25%
 Entity SOP Specific Process (different way of working than in master SOP) Font: Arial
(Body) 10, Black Text 1
 Entity SOP Specific Process (different way of working than in master SOP) highlight –
orange bell - symbol of alert inserted on the left-hand side
 Use Heading 2, 3, 4 (from the Word doc ‘Styles’ options) for the process structure and
description. Pls refer to the Accounting Blueprint / Taxonomy naming convention,
example:
Heading 2 – L2 Process name
Heading 3 – L3 Activity name
 Use SE color palette, color coding to be copied from this page:
Color Palette | Schneider Electric Brand Portal (se.com)
 Space between lines: 1,15
 MASTER SOP: Approvers, Reviewers to use ‘Track Changes’ option available in the
‘Review’ section.
 ENTITY SOP
SME: creates Entity SOP based on the MASTER SOP with ‘Track Changes’ & ‘orange
bell’ whenever there is a change in the process description.
Approver: reviews the Entity SOP and approves the changes in the ‘Track Changes’

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 Document History
Document Location
Add link to Share Point

Document Creation

Versio Author role & Approver role

Date Author Name Approver Name
n location & location

1.0 01.01.2024 xyz BACC Ops team xyz BACC Process

Manager

Revision History

Versio Reviewer Approver

Date Description of Change
n Name & Role Name & Role

1.1 08.08.2024 xyz Change of the credit limits xyz

from …to… in chapter xyz
(based on the changes in
Cash App Policy)

1.1. 01.10.2024 xyz No changes – yearly review xyz

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 Table of Contents
1. Overview................................................................................................................................
1.1 Purpose and scope......................................................................................................................
1.2 Definitions....................................................................................................................................
1.3 System of Engagement................................................................................................................
1.4 Roles and Responsibilities...........................................................................................................
2. Process Narrative.................................................................................................................
2.1 SIPOC..........................................................................................................................................
2.2 Process Map / Flowchart.............................................................................................................
3. Detailed Process Steps........................................................................................................
3.1 Process Electronic Bank Statement.............................................................................................
3.1.1 Upload the bank statement to the ERP.............................................................................................
4. Process Exceptions Handling...........................................................................................
5. Compliance Control (KIC)..................................................................................................
6. Escalation Process.............................................................................................................
7. Process SLA’s....................................................................................................................
8. Related Documents............................................................................................................

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 1. Overview

1.1 Purpose and scope

In Purpose: To track the book value for all the Fixed Assets (Tangible & Intangible) and determine
depreciation to be calculated and recorded for management and taxation purposes.

In Scope: To Reconcile General-ledger with Sub-ledger and maintain the record of all Fixed Assets.

1.2 Definitions

Acronyms
[Please list the acronyms and abbreviations used in this document in alphabetical order]
Abbreviation: Long Form:
GL General Ledger
TB Trail Balance
FAR Fixed Assets Register
FA Fixed Assets
LBU Local Business Unit

Definitions
[Please list the key terms occurring in this document in alphabetical order]
Term: Definition:

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 1.3 System of Engagement

1. SAP transactions:
i. xx
ii. xx
What tools
iii. xx
do I need?
2. Blackline
3. Excel
4. Sequence

1.4 Roles and Responsibilities

n/a for now (unless it is available in the current SOP)

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 2. Process Narrative

 Upstream Process – GL team will extract the data Assets History data.
 In Scope Process – Preparation of Fixed assets Report for Balance reconciliation
 Downstream Process – Manager (R2R) will review and send it to customer (Schneider)
 Frequency – WD+1 (Monthly)

2.1 SIPOC

Supplier Input Processes Outputs Customers

Treasury Team, Bank Statement Process Advanced Cash & Credit

Local Entity or upload Electronic Bank Payment report Control Team
automatic Statement

2.2 Process Map / Flowchart

n/a for now (unless it is available in the current SOP)

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 3. Detailed Process Steps
Cash Application - part of the Quote to Cash Megaproces - as per definition, is a
process of posting customers payments to open receivables and performing
reconciliation. Although the process itself is not complex, it is vital that the postings are
High level correctly done at the first attempt, as they create a base for the collection activities.
description Therefore, the received payments ought to be immediately booked to the proper account
of the and matched with relevant invoice. If the process breaks down, multiple stakeholders
process are affected and there is a negative impact on cash flow and sales.
The proper communication between the Cash Application Team and Collection Team is
crucial, as any disturbance is the process will have a direct impact on the Quote to Cash
performance. For the details on the communication please go to the Appendix section.

3.1 Process Electronic Bank Statement

The process begins after the upload of the bank statement, which is done by the Treasury Team,
Local Entity or is done automatically. The Cash Application Team should check if the upload was
successful. If the bank statement is missing, the Cash Application Team must contact Treasury/Local
Entity to resolve the issue. The bank statement must be processed in one working day.

If the upload was successful, the automatching1 may begin. This process may use predefine
thresholds for under/overpayments, discounts etc. If all items from the bank statement have been
matched, the process is concluded.

In case automatch process was not successful, the Cash Application Team will match items manually
in the ERP, using appropriate reason code:

 If the payer can be identified, the payment is allocated to the proper customer account and
matched in accordance with the information provided on the statement. If the information is not
sufficient, the remittance advice should be obtained from the predefined location on the
SharePoint2. In case it is not available, the Cash Application Team must contact Credit &
Collections Team. When the remittance advice is received from the customer, the invoices are
cleared as per the specification and the process is concluded. If the remittance advice is not
available, then the Solve Unallocated items process starts.
 In case a customer cannot be identified, the Cash Application team must contact the P2P
representative using workflow to see if a vendor can be identified. If so, the payment is allocated
to the proper vendor account. If vendor cannot be identified, the Cash Application team must
contact R2R representative via workflow. If the payment is recognized, it is allocated to a proper
GL account.
1
As the Automatching tool has not been implemented in all the entities (or the level of automatch is low), other solution, such as
RPAs, can be used to improve the process.

2
Or other local tools such as MYCP in China

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  If it is not identified, the investigation must be started with the R2R/Treasury. If received
information is not sufficient to identify the payer, the amount ought to be posted to a suspense
account and the Solve Unidentified Items process starts.
 The down payments are to be booked with relevant Special GL indicators.

In case of advanced payments, The Cash Application Team should inform Cash and Credit Control
Team. This ought to be conducted daily.

When all payments are booked to the proper accounts, the process is concluded.

3.1.1 Upload the bank statement to the ERP

Short process description, when it begins, what triggers it…

STEP 1

Description of the step 1

Screenshot for step 1

Rules:

 English language settings in the ERP / tool

 Highlight the described part of the screen with rounded square shape, 2pt width, red.
 Present on the screenshot only a portion of your screen, where we need to take action and of
the size and with other screen details that allows to recognize the relevant place.
 If the Entity process is performed differently and / or description requires different
screenshot pls replace the Master SOP screenshot with the Entity one.
 Orange bell icon to be put on the left-hand side of the process description and/or
screenshot to indicate it is performed differently than described in the Master SOP.
 Remember to use dedicated font when you describe Entity specifics.

STEP 2

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 Description of the step 2

Screenshot for step 2

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 4. Process Exceptions Handling

Content to be added in case of the process performed for the relevant Entity is not the same as described
in the Master SOP.

Section applicable for the Entity exceptional SOP only – will

not exist in Master SOP!

Summary of the exceptions existing in the Entity ABC as per the defined reasons:

1. Country specific (Transferred As-Is)

 1.1.
 1.2.
2. Different tool / ERP system
 1.3.
3. Legal & Fiscal Requirements
 NA
4. Other - pls describe.

The main objective is to Harmonize: it is to check why this cannot be merged with other entities
for same country and same territory.

If No exception, then please merge the SOPs with the Master SOP

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 5. Compliance Control (KIC)

Refer to official KIC / Risk relevant for the process.

List:

Link:…

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 6. Escalation Process

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 7. Process SLA’s

SLA - Electronic Bank Statement must be processed within 24h

KPI – Accuracy of Cash Applied – 99%

KPIs,
agreement
s and
metrics
used to
monitor
and report
the
process
health

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 8. Related Documents

1. Chart of Authority (for Entity)

Add COA. If No COA required for this activity, please mention NA.
Link to SP

2. Delegation of Authority (for Entity)

Add DOA. If No DOA required for this activity, please mention NA.
Link to SP

3. Other Reference Links – to Policies, Process Templates (for Process)

(e.g., JE template, Refund template)
Add reference links.

4. Accounting Blueprint / Taxonomy & Service Placement

Link to SPLACH Dashboard:
SPLACH 3.O Accounting: Views - Tableau Server (schneider-electric.com)
.

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