Progress Report: SEPA Migration Hornbach Baumarkt AG Heinz Hesse Hornbach Baumarkt AG August 01, 2013 DSAG SEPA Topic Day
Progress Report: SEPA Migration Hornbach Baumarkt AG Heinz Hesse Hornbach Baumarkt AG August 01, 2013
DSAG SEPA Topic Day
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1. Introduction to Hornbach Baumarkt AG 2. Project Organization/Scope 3. SEPA Credit Transfer Procedure 4. SEPA Direct Debit Procedure
a) Effects on Processes b) Pre-Notification
5. Reporting 6. Electronic Bank Statement 7. Additional Activities
Agenda
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Company Structure
(Headquarters in Neustadt a. d. Weinstrasse)
Development of first-class real estate for all operative units and third parties
25 branches in construction materials- and builders merchant business (SW Germany)
138 DIY- and Garden Centers 1.6 M. sq. m selling area in 9 countries
CEO Steffen Hornbach
Chairman Albrecht Hornbach
Feb.
201
3
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138 Branches in 9 Countries
Feb.
201
3
Netherlands 9 branches
100,700 sq. m Luxemburg
1 branch 12,100 sq. m
Switzerland 6 branches
78,600 sq. m Austria
11 branches 140,300 sq. m
Sweden 4 branches 59,00 sq. m
Germany 92 branches
987,810 sq. m
Czech Republic 8 branches
110,000 sq. m Slovakia
2 branches 31,700 sq. m
Romania 5 branches
77,500 sq. m
(Fiscal year 12/13)
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Number of Employees
Die Hornbach
Familie wächst!
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SEPA – Vision and Definition Unified Euro Payment Area
An area where citizens, companies, and others will be able to make and receive payments in euro, within Europe, whether between or within national boundaries under the same basic conditions, rights and obligations, regardless of their location.
SEPA Definition
Source: European Payments Council Roadmap, 2004
“SEPA is the largest payments initiative ever undertaken within Europe and possibly the world.”
European Payments Council
European Payments Council
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Project Organization
- SEPA Project -Project Team
A. HerbergIT
Client Server
H. HesseSubproject
ITSAP
NNMaster Data
T. HuckSubproject
Master Data
V. SchackertTreasury
Payment Transactions
M. Baum, F. HeckleSubprojectTreasury
NNCountry
Heads of AdministrationDE, AT, CH, NL,SE, CZ, SK, RO
LU
Contact PersonBank
H. HesseProject Management SEPA
IT
M. Baum, F. HeckleProject Management SEPA
Business Area
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Project History/Project Plan
Project Start May 2009 � Triggered by Treasury and IT departments
Project approved by CFO
Pre-Analysis and creation of project plan
Kick-Off SEPA Project August 2009
First talks with house banks
Background information on SEPA and presentation of SEPA project plan at international finance conference 2010
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System Landscape
Analysis of Systems Affected by SEPA � Central SAP Retail-, FICO-, and HCM system � National eBanking systems � Decentralized Unitrade retailing system of the Hornbach Baustoff Union affiliate � Non-SAP payroll systems in some countries
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Regulation (EU) No. 260/2012 on SEPA Migration
BIC Specified by Payer or Payee: Article 5
Source: German Federal Bank-> Presentation on SEPA Payment Transactions
Until Feb. 2014
Until Feb. 2016
From Feb. 2016
*Option for member states to continue to require specification of BIC
Inland Payments Cross-Border Payments
• Specify BIC • Specify IBAN
• Specify BIC • Specify IBAN
• Specify BIC • Specify IBAN
• Specify IBAN • Specify IBAN
• Specify IBAN*
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New Payment Methods and Instruments
SEPA Bank Transfer (European Credit Transfer, ECT, Valid from 28.1.2008): • Transfer from a sold-to party (payer) to a beneficiary (payee) through the payer’s
own bank (sold-to party’s bank), a clearing- and external billing system, and the beneficiary’s own bank.
SEPA Direct Debit (European Direct Debit, EDD, Valid from 01.11.2009): • The payment order is triggered by a creditor (payee) against a debtor
(payer) through the payer’s bank and handled through a clearing- and settlement system, as well as the payer’s bank.
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Master Data: IBAN Generation
Automatic IBAN generation for master data (vendors, customers, personnel, health insurers, building and loan associations, and so on.)
Selection of program runs (download/upload):
1. Check existing IBAN (checks and corrects IBANs present in SAP)
2. Creditor master data (determines missing IBANs for creditor bank details)
3. Additional master data such as debtors etc. if required
Manual postprocessing of error logs (IBANs cannot be generated)
Business partners written to only in this case!
Supported countries/IBAN procedure (see SAP Note 1397739) at present CH, DE, BE, AT, FI, NL
Change payment method by SAP mass change in creditor master data
Transaction IBANMD:
! Tip: import current bank directory before generating
IBAN!
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• Set up a new payment method for SEPA credit transfers in SAP
• Check eBanking systems for SEPA suitability!!!
• Possibly an update or even a change of eBanking system is required!!!
• Test SEPA credit transfer with each house bank affected
Payment Transactions SEPA Credit Transfer
! Tip: Make a real payment, for example, transfer 1€ from
parent company to a subsidiary before going live.
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XML Payment Format (SEPA-CT)
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New Payment Methods and Instruments
SEPA Bank Transfer (European Credit Transfer, ECT, Valid from 28.1.2008): • Transfer from a sold-to party (payer) to a beneficiary (payee) through the
payer’s own bank (sold-to party’s bank), a clearing- and external billing system, and the beneficiary’s own bank.
SEPA Direct Debit (European Direct Debit, EDD, Valid from 01.11.2009): • The payment order is triggered by a creditor (payee) against a debtor
(payer) through the payer’s bank and handled through a clearing- and settlement system, as well as the payer’s bank.
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Master Data: Direct Debit
Automatic IBAN generation of customer master data (see credit transfers)
Customizing of Mandate Management
Generation of SEPA mandates from existing automatic debit authorization (Trans. FI_APAR_SEPA_CONV)
Caution!!! Note conditions. For example, automatic debit authorization must exist!
Create SEPA mandates manually if required
Mandat Management:
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• Set up a new payment method for SEPA credit transfers in SAP
• Check eBanking systems for SEPA suitability!!!
• Test SEPA credit transfer with each house bank affected
Payment Transactions SEPA Direct Debit
! Tip: Make a real payment, for example, a direct debit
for an employee before going live.
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XML Payment Format (SEPA-DD)
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Advantages: • Uniform payment formats for credit transfers and direct
debits in the EUR payment area • Reduced maintenance effort for payment formats • Lower credit transfer charges (cost advantage!) • Quicker payment (credit transfers within a day) • A central cross-company SEPA payment run is possible • Standard payment formats SEPA_CT and SEPA_DD are
delivered by SAP (PMW)
SEPA Payment Formats
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• Customer wants to place a sales order • Salesperson advises customer about payment options • Customer opts for automatic debit • Place order with direct debit
• Print sales order • Print automatic debit authorization
• Customer signs automatic debit authorization • Credit rating check by Financial Accounting • If credit rating check successful:
• Collect down payment if required (Treasury Dept.) • Automatic collection of remaining amount (Treasury Dept.)
Business Process Sales Order with Direct Debit Today
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• Customer wants to place a sales order • Salesperson advises customer about payment options • Customer opts for automatic debit • Place order with direct debit
• Print sales order • Print SEPA mandate
• Customer signs SEPA mandate • Create SEPA Mandate in SAP • Credit rating check by Financial Accounting • If credit rating check successful:
• Collect down payment if required (Treasury Dept.) • Automatic collection of remaining amount (Treasury Dept.)
Business Process Sales Order with SEPA Direct Debit
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Pre-Notification
1. Industrial customers: • Pre-notification on order form • Advantages:
• No separate printed form and dispatch required
• Direct debit date and –amount are fixed
2. Credit card-/Proficard holders and other direct debit customers • Pre-notification with payment run (in
planning with SAP) • Pre-notification by separate form • Dispatch by fax/e-mail/post
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Z4 financial reporting data AWV must be checked and changed if required! 1. Old report RFAWVZ40:
• Can be reused if using a new payment method. See also SAP Note1115137.
2. New report RFAWVZ40N/Trans. S_EB5_05000341 • Z4 financial reporting data AWV on the basis of claims/liabilities • Special approval is required from the German Federal Bank!
Request from the Service Center of the German Federal Bank in Mainz
• For both reports, creation of a data extract with Z4 financial reporting data is possible
• Download of financial reporting data with report RFAWVZ40F (Trans. F_0BF) => SAP Note1761007
• csv file with Z4 financial reporting data is created � File with Z4 financial reporting data can be uploaded directly in the "Allgemeines
Meldeportal Statistik” (AMS) of the German Federal Bank .
Reporting
! Tip: Perform a test with the German
Federal Bank beforehand .
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Business transaction codes in the electronic bank statement processing enhanced with SEPA business transaction codes • 0XX Domestic payment transactions • 1XX SEPA payment transactions
Check and migration (if required) of bank statement format from MT940 to camt 053.001.02 • Format not obligatory at present • Before migration, consult with house bank whether bank statements can be
provided in this format
Electronic Bank Statement
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• Corresponding authorization roles enhanced with new SEPA transactions:
Appendix: Authorizations
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Archiving Object CA_SEPA “Single Euro Payment Area (Mandate)” • The archiving program checks whether the entry is still active, that is, neither
obsolete nor reversed, and archives all entries that were not changed since the last archiving key date.
• Archived data is accessed through SAP AS (Archive Information System), the delivered info structure is SAP_SEPA_01 (no read program available yet)
Appendix: SAP Data Archiving
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Business Object ‘SEPAMANDAT’ inherently uses the generic object services • Manual creation of document types through OAC2 and OAC3
• Signed mandates can be archived as scanned documents behind the SEPA mandate
Appendix: SAP Document Archiving
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� Central SEPA Internet Start Page: http://service.sap.com/SEPA
Help for SEPA in the SAP Environment
Thank You
Heinz Hesse Hornbach Baumarkt AG IT Retail Finance Hornbachstr. 11, 76878 Bornheim +49 151 16110101 (Mobil) E-Mail: [email protected]
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