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Requirements Specification

ST_IT_AR_11
RIBA FOR CUSTOMERS – PROCESS

AR RiBa

Project: Oracle Rollout

Italy Requirements
Detailed Solution Design Document

Document Reference: AR RiBa

Project Code:
Issue Date: 12-Sep-2018
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Oracle Rollout
Italy Requirements
PROJECT CONTACTS

Include the names of the people involved in the project who can be contacted if questions arise during
the development process.
Name Responsibility to Project
Error: Reference source not found Localization Consultant
Mohamed Anwar Ibrahim Oracle Functional Development
Claire Norris Project Manager
Joe Brown OTC Implementation Lead
Bruno Alves Area South CFO
Nicoletta. Baschirotto Finance Manager Italy

DOCUMENTS REFERENCED

Document name Version

REQUIREMENTS SPECIFICATION - ST_IT_AR_11

DOCUMENT ISSUE HISTORY

The document issue history must be updated for all issues of the document regardless of how small the
change is.

Version Reason for Issue Date By

0.1 Initial review and approval 04-09-2018 Error: Reference source not
found
0.2 Merged Michaels Solution Document with 23-09-2018 Claire Norris
Claire’s original requirement document &
added the accounting
0.3 Updates afer call with KWIT 23-09-2018 Claire Norris
0.4 Format changes and additional 25-09-18 Michael Saghroun
clarifications about the accounting and
GL reconciliation
0.5 Updated after additional information 25-09-18 Claire Norris
received to clarify on open issues
0.6 Updated after meeting in Verona 02-10-18 Claire Norris
0.7 Updated after conference call on RiBa 06-10-18 Claire Norris
03-10-18
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CONTENTS

1 Introduction........................................................................................................... 4
2 Pre-Oracle Process – AS IS..................................................................................4
3 Oracle Process TO BE–........................................................................................ 5
3.1 Process flow............................................................................................... 6
3.2 Customer maintenance..............................................................................8
3.2.1 Bank details 8
3.2.2 Drawee Business Purposes 9
3.3 Transaction Import/Creation.......................................................................10
3.4 BR (RiBa) creation.....................................................................................10
3.4.1 Directly, via the Transactions workbench10
3.4.2 Manually, using the Bills Receivable Transaction form 11
3.4.3 Automatically, using Bills Receivable Transaction Batches 12
3.4.4 Impact of Exchanging a Transaction into a BR 14
3.5 BR (RiBa) Remittance and file generation..................................................14
3.5.1 BR Remittance 14
3.5.2 File Generation 17
3.5.3 File Upload 18
3.5.4 Receipt of Payment Notification 18
3.6 Maturity and Risk elimination program and Receipts creation....................19
3.7 Portfolio Management................................................................................20
3.8 Reports and Third Party Documents..........................................................21
4 Implementation steps........................................................................................... 21
4.1 Patches...................................................................................................... 22
4.2 Objects....................................................................................................... 22
4.3 Setups........................................................................................................ 22
4.3.1 Auto Accounting 22
4.3.2 Transaction Types 24
4.3.3 Receipt Classes: 24
4.3.4 Accounting 26
4.3.5 Transaction Sources: 30
4.3.6 Profile Option 31
4.3.7 Funds Capture 31
4.3.8 Funds Capture Process Profiles 32
4.3.9 Payees 33
5 Validation............................................................................................................... 33
6 Assessment of the EBS Elements for File Transmission..................................33
7 Open Issues/Action Items....................................................................................34
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1 Introduction
As per the ST_AR_IT_11 requirement document RiBa stands for “Ricevuta Bancaria”
which is a bank collection service that is open to all companies in Italy, which allows
Agility IT to collect its’ receivable invoices through a network of banks. The Creditor
(Agility) declares to be entitled to receive a sum of money from the Debtor (Customer)
through presentation of a text file of transactions to Agility’s bank in a standard country
format provided by the Bank of Italy (called CBI) Through this process, Agility
authorizes its’ bank to collect the amount indicated from the Customer’s bank.

The purpose of this document is to detail the solution to be implemented in

Oracle in order to fit the above requirement and to analyse its impact on user
processes, interfaces and reports

2 Pre-Oracle Process – AS IS

As per the ST_AR_IT_11 requirement document, Agility Italy (IT) issues a RiBa every
15 days, normally twice a month. The RiBa Customers are identified as they have a
receipt type in CONTROL of RIB which interfaces into Sys21 and is used as the
identifier in the Sys21 RiBa process. When the RiBa is issued, it is essentially like
processing a receipt run on AR in the same way a payment run would be processed on
AP. When the RiBa receipt process is run, it creates a RiBa by due date. When the
RiBa is created, the open invoices are automatically closed on the Customer account in
AR and replaced by a ‘Collection Document’ Transaction Type ‘CD’ for the lump sum
total of the invoices cleared. The CD document will have a document date of the date
the RiBa was run and a due date the same as the due dates on the invoices that were
cleared. Once the RiBa is run, individual transactions can be removed if necessary in
Sys21 (much like deselecting certain invoices for payment in a payment run in APY).

In the current process, the RiBa expiry date is always what Sys21 sets it to be, which is
equal to the due date on the invoices that it cleared. This causes issues if the RiBa
date is during holiday season as the Customers have to be available to accept the
RiBa. Currently in this scenario, payment terms are changed in CONTROL to manage
the RiBa extension requirements but this workaround must be resolved in the Oracle
process so the MDM is left in-tact. The requirement therefore is to have the ability to set
and/or amend the RiBa expiry date to a date other than the Due Date.

So the Maturity date must be an amendable value as follows:

 On a single RiBa
 Bulk update: e.g. If there are multiple RiBa’s that have maturity date 31st
December, all of them will need updating to say for example 5th January.
There are no partial payments on RiBa.

If a Customer Refund is required, the normal Customer refund process would be

followed and the invoices cleared by the RiBa would open again as if they were never
paid. Unapplied Receipts should also be applicable to be selected in the RiBa as they
may be on a Customer account and need to be included in the RiBa to be cleared.
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Unallocated cash (unapplied receipts) do not get picked up in RiBa in the current Sys21
process, but there are cases where IT wants to include unapplied receipts in the RiBa.
The unapplied receipts cannot just be applied to a random invoice as the unapplied
receipt could be an overpayment on a different invoice and could create an issue for
the client to understand why another invoice has been decreased. Therefore the RiBa
file should enable the selection of unapplied receipt transactions in if required.

The information passed to the Customer’s bank is a file that will tell the bank the total
information of the RiBa and the transaction details. In the current process, the file is
uploaded twice a month to the online banking portal and there is no requirement for a
digital signature. The requirement for a digital signature is only related to Agility
SWIFT EBS process. Currently the file generated is in text format.

A sample of the current Sys21 file + a translation template in Excel is embedded below:

A ‘Remittance Advice’ document is sent to the Customer to provide the detail of which
invoices have been settled in the RiBa. This is attached below. The same needs to be
provided from Oracle. This is to be automatically emailed to the Customer

3 Oracle Process TO BE–

RiBa will be through Intesa bank only.

In order to suit the requirements we recommend to use the RiBa format provided by the
IT localization patches and to rely on the Bills Receivables (BR) and funds capture R12
processes.

That solution fully fills the requirement and prevents any further additional
developments (except some MDM interface adaptation)
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3.1 Process flow

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The process is as follows:

1. Start off with the import from CTRL or the creation in Oracle of regular
transactions, like an Invoice, Credit memo or Debit memo.

2. Once the transaction is complete, it can then be exchanged into a BR via 3

methods:

o Directly in the Transactions workbench

o Manually using the BR workbench
o Automatically, via BR Batch creation

Once a BR is complete, it would be Remitted and the RiBa file will be generated.

3. The RiBa file will be uploaded into the bank system and approved for
transmission there.

4. Upon Maturity, run the Maturity and Risk Elimination process to finalize payment
on remitted BRs, close out the BR as paid and create receipts.

5. Any issues encountered by a BR, e.g. being unpaid, recalled, protested are
handled by the Portfolio Manager
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3.2 Customer maintenance.

In order to collect the fund through the RiBa, we need first to maintain some additional
information at the Customer (site) level.

RiBa Customers will be identified by Receipt Type. The Receipt type of ‘RIB’ in
CONTROL interfaces into Oracle and will be used as the identifier in the Oracle RiBa
process, the same as it is in Sys21 today. To add or remove a Customer from the
RiBa process, the local user must amend the receipt type in CONTROL which, when
interfaced into Oracle, would determine if the Customer is included or excluded from
the RiBa process. All none RiBa Customers have a receipt type of EFT.

This information should be added to the MDM interface

3.2.1 Bank details

Each customer paying through the RiBa should have the RiBa receipt method
defined as default one and have its bank details maintained into the system.
Bank details will not come on the Customer MDM from CONTROL so they need to
be manually added into Oracle.

If we are using the solution of using the localisation patch to generate the RiBa file
and upload into online banking then the bank details would need to be manually
entered into Oracle against the Customer Master. The bank requirement is only to
provide the following.

Codice Banka – Bank Code

Codice Filiale – Branch Code
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It is not a requirement to add the Customers bank account number because the
Customer enters the bank account number that the funds should be taken from as
part of the acknowledgement process. However, it is an Oracle requirement to also
add the Customer bank account number in Oracle as it is a mandatory field and
therefore a default value of 0 could be added. This was tested and this works ok,
even if the bank and branch codes are the same.
If moving to the EBS Solution, then IBAN is a mandatory requirement. A workflow
has been developed to manual create Customer bank accounts and Customer EBS
address detailed in Oracle for use with the Customer Direct Debit and Customer
Refund process (both through EBS). Therefore, if EBS is used for RiBa Customers,
the new workflow will be used.
If using this new workflow, the full bank details will have to be collected from the
Customers because they are not currently available within Agility Italy. If this is
required, the online data collection portal developed for collecting Supplier bank
details in the UK can be adapted for collecting Customer bank details in IT.

3.2.2 Drawee Business Purposes

Each customer paying through the RiBa should have an additional Business
Purposes defined as “Drawee”. This is to be created on the Oracle side of the
Interface.
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3.3 Transaction Import/Creation

The transaction creation process is standard but while choosing the RiBa Receipt
method, one needs to open the “Select Instrument” form and to click “Apply” (see note
1609472.1).
We need to check the system behaviour with regards to the “Select Instrument”
functionality while importing invoices from CTRL.
It could be that we need to update the interface from the Oracle side in order to
add the Instrument information.

3.4 BR (RiBa) creation.

Note: It has been decided by the users not to change the menu names from BR to RiBa
The BR is the equivalent of the CD (Collection Document – see As Is section)
The process of creating a Bills Receivable from a regular transaction is also called an
Exchange. A BR is created as a replacement for an existing debit or credit item.
When an invoice is exchanged into a BR, the balance from the invoice transfers into
the BR.
When the BR is completed, accounting transfers amounts from the original invoice's
Receivable account to BR's Receivable account
There are 3 methods of creating a BR:

3.4.1 Directly, via the Transactions workbench

If the transaction is successfully exchanged, you will get a pop-up window with
the BR number details
We set the system in order the BR to inherit the transaction number.

 Credit memos cannot be exchanged using this method.

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 You cannot create partial transaction exchanges using this method.

 This method does a one-to-one exchange from transaction to BR; you cannot
group multiple transactions into one BR using this method.
 Even if the Invoice's due date is still in the future, you can already exchange it.

3.4.2 Manually, using the Bills Receivable Transaction form

Navigation: Bills Receivable > Transactions

To pick the transaction you want to exchange into a BR, click on either the
Assignments or Quick Assign button.

 If you pick the Assignments button you are presented with a form that looks
similar to the Receipt Application form. Here you can pick from a list of
transactions, which you want to exchange into a BR.
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 If you pick the Quick Assign button, you are presented with a form that looks
similar to the Find transaction form, you can specify filters to limit which
transactions you want to exchange into a BR. You can also indicate what types
of transactions you would like to include.

 Regardless of the receipt method associated to the transaction, they will be

available for exchange to BR in this method.
 You can change the value in the Amount Assigned field of each exchanged
transaction to exchange partial amounts of the transaction into a BR.
 You can exchange one or multiple transactions into a BR using this method.

3.4.3 Automatically, using Bills Receivable Transaction Batches

Navigation: Bills Receivable > Transaction Batches
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When creating a BR transaction batch, you use the selection criteria tab to define
filtering conditions for transactions you want to be considered for exchange into the
BR.
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 For the Batch process to pick up any transactions for exchange, the transactions
should be associated to a Receipt Method having Creation Method = Bills
Receivable (see step 3.d.1 above)
 Invoices, Credit Memos and Debit Memos can be exchanged into BRs using this
method.

3.4.4 Impact of Exchanging a Transaction into a BR

3.4.4.1 Impact on the exchanged transaction:

 The exchanged transaction will show that its balance is down to zero. The
invoice was closed when it was exchanged into a BR.
 If the transaction is only partially exchanged, then the transaction will remain
open for the remaining balance. If the transaction is fully exchanged, the
transaction will be closed and balance will be zero.

Impact on the created BR:

 BRs do not have Tax lines.

 The BR status is PENDING_REMITTANCE.

3.5 BR (RiBa) Remittance and file generation

3.5.1 BR Remittance
You submit the remittance to the bank and they manage the collection process.
On maturity date, the bank collects the full amount from your customer's account
and transfers funds to your account.
The BR remains status = REMITTED until you run the Maturity and Risk
elimination program.

Navigation: Bills Receivable > Remittances

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To pick BRs to remit: Click on "Auto Create" to select all BRs eligible for remittance, or
"Manual Create" to select the BRs to be remitted
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Once you've selected the BRs to remit, click on the Actions button and check the
Actions you wish to perform on the Remittance batch

After the process completes, the BR Remittance batch will show Status = Completed
Approval
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3.5.2 File Generation

In order to generate the RiBa file, we need to run the Funds Capture process.
For that purpose, we need to switch to the Funds Capture responsibility – Open
Issues: check feasibility of assigning the Funds capture menus to the AR
responsibility

After opening the Home screen, you need to select the Create Settlement Batch
function

That will create the RiBa file per the standard format accepted by the Italian banks
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An sample file is and functional design document is embedded below:

The file is generated by the user within Oracle as a normal request and the file is output
to the local user’s PC.

3.5.3 File Upload

Once generated from Oracle, the RiBa file will be uploaded to the bank system by the
local user. There is an approval workflow within the banking system that handles the
security aspects (two signatures etc.).
Insert the details of the bank approval process here. In open issues for IT to
provide.

3.5.4 Receipt of Payment Notification

The system will generate a notification to the payer within the following format that
could be sent automatically by e-mail
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Open Issue: Check if the format suit the requirements

3.6 Maturity and Risk elimination program and Receipts creation

At this point, we have created the BR and remitted it to the bank. The BRs are still in
REMITTED status. To move them into the next status, you need to run the Maturity and
Risk Elimination process.

Navigation: Bills Receivable > Maturity and Risk Programs

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 this process creates the receipt, applies it to the BR, then closes the BR

3.7 Portfolio Management

There are many actions that can be performed on a Bills Receivable; these actions are
available in the Portfolio Management window.

For example:
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 Unpaid : If during maturity a BR is still not paid, it should be marked as UNPAID

 Cancel: When you cancel a BR, you are basically undoing the process of
exchanging a transaction into a BR. You close the BR and re-open the original
transaction. You can cancel a BR if the status is Pending Acceptance, Pending
Remittance, or Unpaid. If the bill is Pending Remittance or Unpaid, Receivables
unassigns the exchanged transactions and creates reverse accounting entries.
 Risk Eliminate: Is the process that is done in batch-mode when running the BR
Maturity and Risk Elimination program, this same process can be done on a per
BR basis thru the Portfolio manager.

Navigation: Bills Receivable > Portfolio Management

3.8 Reports and Third Party Documents

AR Aging Report (Customer 8 Bucket) - Invoices should appear in the aging with their
respective due dates until the RiBa has been generated to replace them with the
consolidated BR transaction. The BR transaction should then appear with the due date
of the RiBa maturity date.

AR Customer Statement - Invoices should appear in the Customer with their respective
due dates until the RiBa has been generated to replace them with the consolidated BR
transaction. The BR transaction should then appear with the due date of the RiBa
maturity date.

AR Customer Dunning Letters – RiBa Customers should be excluded from Dunning by

applying a filter on Receipt Type RiBa.

4 Implementation steps
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4.1 Patches
4.2 Objects
Xml Templates
IBYR_PPN
4.3 Setups

4.3.1 Auto Accounting

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4.3.2 Transaction Types

Open Issues: Collect the Accounting combinations

4.3.3 Receipt Classes:

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4.3.4 Accounting

 Bills Receivable: used as the Receivable account for when you create a Bills
Receivable – cleared by the Remitted BR Account
o This account needs to stay among the AR trade accounts
o In System 21 they are the accounts starting with “115” and they
were mapped to account 12010
o Name should be “Effetti Intesa”

 Remitted BR: used when you remit the BR to the bank – cleared by the risk
elimination process and the cash account – We can defined one Remitted BR for
each bank account.
o This is among the Bank accounts, in system 21 it was starting with
“108” – in target it was mapped to 22039
o Name should be “Incasso Effetti Intesa”

 Unpaid BR: used if a BR is returned as unpaid.

o I did not have this account but it should be an account that adds
back to the AR balances, i.e. I would map it to target account 12010
(NOT to bad debt)
o Name could be “Insoluti RiBa” but I would like to understand how
the process works, because in my view unpaid RiBas simply go
back open to the AR account.
o

New GCOA accounts required for Italy for RiBa

 Effetti Intesa (Bills Receivable) – used as the Receivable account for when a
Bills Receivable is created – cleared by the Remitted BR Account. Should be
mapped to HFM 12010 and needs to be amongst the AR Trade accounts.

 Incasso Effetti Intesa (Remitted Bills Receivable) – used when IT remit the BR to
the bank – cleared by the risk elimination process and the cash account. Will
need one remitted Bills Receivable for each bank account. Should be mapped
to HFM 22039.

 Insoluti RiBa (Unpaid Bills Receivable) – used if a Bills Receivable is returned as

unpaid, would offset with Bills Receivable account and should re-instate
transactions back on original AR account.. Should be mapped to HFM 12010.
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Oracle requires the 3 accounts to be set as part of the specific AR Transaction type to
be used for the RIBA.

Each of the accounts is actually reflecting one of the steps of the RIBA process and the
status of the RIBA document i.e: Created (Pending Remittance), Remitted, Unpaid.

Using different accounting combination for each steps is helping the monthly
reconciliation.

The GL balances for the Bills Receivable account should reflect the total of the RIBA
whose status is “Pending Remittance”.

A single AR query in Oracle AR would bring the list of “Pending Remittance” Riba’s.
This list is exportable to Excel and should match the GL balance balance for the
specific account
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The GL balances for Remitted Bills Receivable account should reflect the total of the
RIBA whose status is “Remitted”

A single AR query in Oracle AR would bring the list of “Standard Remitted” Riba’s. This
list is exportable to Excel and should match the GL balance for the specific account
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The GL balances for Unpaid Bills Receivable account should reflect the total of the
RIBA whose status is “Unpaid”
A single AR query in Oracle AR would bring the list of “Standard Remitted” Riba’s. This
list is exportable to Excel and should match the GL balance for the specific account

The best practice is to use a different account for the Unpaid Riba’s rather than using
the same as used for the remitted ones (because the Unpaid should have been paid
yet they didn’t) or rather than the same as used for the Receivables ones(because
they have been remitted already)
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4.3.5 Transaction Sources:

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4.3.6 Profile Option

For all the IT AR responsibilities

4.3.7 Funds Capture

4.3.7.1 Payment Systems

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4.3.8 Funds Capture Process Profiles

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4.3.9 Payees

5 Validation

6 Assessment of the EBS Elements for File Transmission

A call was completed with the EBS Lead (Nikhil) to discuss how EBS would come into
the solution for transmitting the file to the bank via the SWIFT EBS pipe.
In this call, it was determined that, to use the EBS pipe to submit the RiBa file to the
bank, the entire file would have to be developed internally. The reason for this is that
SWIFT will not accept the file without the digital signature so it is encrypted before it is
received by them and sent to the bank. The file is referred to as LAU (Local
authentication) digital signature. The file created by the Oracle
Localisation Patch does not include the digital signature because Oracle is not certified
to provide it. Further it was advised it was not known if only the digital signature could
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be developed internally and then used in conjunction with the file generated by the
patch. In the current process, there is no digital signature required because this is
not required by the bank when the file is uploaded into the online banking Portal. The
estimated development time for developing the RiBa file internal to send via EBS and
SWIFT is estimated at 4/5 weeks. The initial conclusion of the call is therefore as
follows:

1) Use the Oracle standard functionality of ‘Bill To Receivables’ and ‘Fund Capture’ for
the RiBa process.
2) Use the Oracle Italy RiBa Localisation Patch to generate the Text file.
3) Continue to upload to file twice a month into the on-line banking which has no digital
signature requirement.
This needs to be discussed with Anwar before proceeding any further with the
requirements documentation.

For the purposes of having the straight through processing for security reasons and to
reduce reliance on local submission process, the company may still want to develop
the EBS solution in parallel but this should not be a project dependency, it should be a
parallel development. A detailed assessment and proposal would have to be
documented and escalated for decision by project stakeholders.

7 Open Issues/Action Items

No Issue Description Owner Date

Req'd
01 Advanced Need to confirm how these work with MS/JB 05-Oct
Duty Receipts, RiBa. Confirm if these can be
unapplied selected or deselected.
receipts, under 3 ways to create RiBa
payments, Michael to test if RiBa works for
overpayments, underpayments, short payments,
duplicate overpayments and duplicate payments
payments, and unapplied and on account
short receipts. May have implement a
payments workaround process for the receipts to
be applied to an invoice in order for
them to be picked up by the RiBa.

02 Unapplied Need to confirm how these work with MS/JB Closed

Receipts RiBa. Confirm if these can be
deselected. Closed, captured above

03 Under Need to confirm how these work with MS/JB Closed

Payments & RiBa. Confirm if these can be
Over deselected. Closed captured above
Payments
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No Issue Description Owner Date

Req'd
04 RiBa There are 4 GL accounts required for MS/JB Closed
Accounting the RiBa process. Specific suspense
accounts are required as the RiBa
moves through different statuses.
Michael to document the accounting.
RTR GPO has already approved for
the accounts to be added to the GCOA
as they are needed to process RiBa in
AR Sub Ledger. We need to know the
accounts that the system uses to
create the RiBas in the different stages
of the process (creation, remittance,
maturity, etc.)
05 3rd Party Need to define how RiBa is handled on MS/JB Closed
Documents Customer Statements and Dunning
Letters. Document updated
06 AR Reporting Need to define how RiBa is handled on MS/JB Closed
AR Reports, (AR Aging etc.)
Document updated.
07 Future Michael to Document Proposed Future MS/JB Closed
Solution on Oracle Process in the Solution section
Oracle with screen shots so process can be
reviewed as per Demo received in
Verona. Document updated
08 Customer Need to confirm process for bank MS/JB Closed
Bank Details details being added to Customer
Master in Oracle. Need to assess if
Nikhil’s solution for Customer Direct
Debits will be used also for RiBa.
Document updated.
09 IBAN Nikhil advised IBAN is mandatory for MS/JB Closed
RiBa but IT doesn’t require IBAN for
RiBa in current process. Think it is
only required if going through SWIFT
EBS process whereas not required
through on-line banking process. If
IBANs are required then they would all
have to be collected from the
Customers as they are currently not
available. IBANs are only mandatory
on the EBS solution as required by
SWIFT.
10 RiBa There is a separate responsibility in MS/JB 05-Oct
Responsibility Oracle for the RiBa process. Need to
investigate if this can be added to the
AR Responsibility specifically for Italy
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No Issue Description Owner Date

Req'd
by duplicating the menu and assigning
to Italy responsibility.
11 XML Format Confirm if the RiBa file generated by MS Closed
the localisation patch can be produced
in XML Format. Confirmed it cannot.
12 RiBa Future Need to arrange a call with Anwar to ALL Closed
Process discuss the proposed option vs. EBS
development option. Call completed
13 RiBa Need to confirm what transaction types ALL Closed
Transactions can be included/excluded from the
RiBaS. See above in item 1. Closed
here
14 Unpaid RiBa Unpaid Collection Notes – Need to see MS 05-Oct
Process the cancellation process to confirm
that it re-opens the transactions.
Will a new status be added to the
items to flag them as disputed by
the client? Can they be re-selected by
a RiBa? We do not want them
automatically entered in a new
RiBa the next submission, credit
manager needs to decide on whether
or not to issue the RiBa again
(status “disputed”)
15 Customer RiBa information to be added to the MS/ Closed
MDM MDM interface. RiBa Customers need MA
to be identified in the interface by
Receipt Type and Oracle side of the
interface needs to be adapted for these
Customers to add the Drawee
Business Purpose. This should be
added to the body of the
requirements/solution document.
Added so closed here.
16 Instrument Check if we need the instrument for the MS 05-Oct
imported transaction and if yes need to
be added to the CTRL interface.
17 Accounting Collect accounting. Document updated MS Closed
18 Notification Compare the Notification format MS 05-Oct
format (Remittance Advice Document) to the
As-Is format and confirm acceptable or
changes required.
19 Funds Capture check feasibility of assigning the Funds MS Closed
capture menus to the AR responsibility.
Closed, captured in point 10 above.
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No Issue Description Owner Date

Req'd
20 Customer Need to collect Customer bank details MS Closed
Bank Details from IT and agree the conversion plan
with KWIT. For none-EBS future
process, only need following and this is
already available in Sys21 so we can
extract and provide to KWIT to load as
conversion. For EBS process, we
would need the IBAN so would need to
collect from the Customer and use
Nikhil’s workflow to add the bank
details into Oracle. Need to add this to
the body of the requirements and
solution document.

Codice Banka – Bank Code

Codice Filiale – Branch Code

However, it is an Oracle requirement to

also add the Customer bank account
number in Oracle as it is a mandatory
field and therefore we will adda default
value of 0. Michael tested and this
works ok, even if the bank and branch
codes are the same

Added to body of document so can be

closed here.

21 Customer Add the Direct Debit workflow for MS Closed

Bank Details Customer bank account into the RiBa
solution document. (Only required if
agreed EBS solution, otherwise N/A.
Closed captured above in 21
22 Transaction If invoice is interfaced before we have MS 05-Oct
Interface bank details, it could cause issues so
before bank we need to have a process defined to
details handle this scenario
23 Oracle Patch Test the upload to the banking Portal MS 05-Oct
text file testing and validate it meets requirements or if
any changes need to be made.
23 EBS – In the current process, Customers log NA 05-Oct
Customer on to online banking and acknowledge
Acknowledge the RiBa and confirm to our bank
ment and Bank which of their bank accounts they want
Account the money deducted from. How will
 Ó 2025, Agility

No Issue Description Owner Date

Req'd
confirmation this process be handled by EBS and
Process will our Customers accept it?
24 Receipt Type Receipt Type RIB in CONTROL, when MA/ 06-Oct
interfaced to Oracle, is it this that MS
triggers the need to add the “Drawee”
Business Purpose. If so, it also needs
the ability to remove the Customer
from the RiBa process if the receipt
type is amended in CONTROL to EFT.
Anwar/Michael to confirm how this will
work and update the solution
document.
25 Bank Approval Add the approval workflow process NB/FD 06-Oct
Workflow that occurs within the on-line banking
system to the document – for business
information on security of banks
process – Not for KWIT development
purposes. 5-Oct – Asked
Nicoletta/Federica to provide detail and
screen shots if possible so it can be
added to the document.
26 RiBa Process Michael to define the RiBa process and MS 06-Oct
Definition consider how the file content is
impacted by the end to end process
(including invoices, clearing, receipts,
cash allocation, credit notes, refunds
etc.) – include in test plan.
27 3rd Party Check that we have adequately MS/JB 06-Oct
Documents & covered the 3rd party document and
Reports reporting requirements in the
specification document.

28 Accounting Evaluate the accounting impact related MS 06-Oct

impact to AR to Bills receivable, including impact to
to GL the AR, GL Reconciliation report and
Reconciliation process from having the different RiBa
accounts and update document.

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