Process Definition Document

Author: Peter Szován

Owner: Kyndryl

Version: 1.4

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Document Control
Author(s) Peter Szován
PDD ID Blackout emergency payment process
Team Kyndryl Account Payable
Comment

Version Revision Date Author Revision Description

1.0 4.4.2023 Péter Szován Initial version
1.1 4.20.2023 Péter Szován Updated based on TZ Lead input
1.2 5.09.2023 Péter Szován Added actual TZ DLs, updated
step 3 with approvers
1.3 7.27.2023 Péter Szován Accommodated document for w2
dates and contacts.
1.4 7.28.2023 Péter Szován Added extra step for step 3 for
bank data confirmation if missing
from MDG.

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Blackout emergency payment process
Prerequisites:

 Access to legacy systems (CAAPS+SAP)

 TRAX ACCESS for payment factory CCs (1 inputter 1 approver)

 Online bank platform access (1 inputter, 2 approver)

 July 28th last payment day – we need list of paid/unpaid items for all CCs (Blackout payment
tracker “BPT”)

o Blackout Payment Tracker - BPT.xlsx

 BPT will be used for tracking payments/invoice status during blackout (to be uploaded to
SharePoint, only A/P Leads can edit)

Steps:

1. Buyer identifies need for urgent payment

2. Buyer fills out form in email:

o Is this invoice booked in IBM system? If yes – provide SAP/CAAPS doc number
and country code. If not, please follow next step.

o Provide Company Code, Vendor name, Invoice Amount (Total Gross Amount),
Currency, Supplier Invoice number(s), Invoice base line date (receipt date),
Invoice due date, PDF invoice copy, non-editable copy of bank details of
supplier.

o What is the business impact of not executing a payment?

o Is there any other urgent payment expected to the supplier during blackout?

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3. Buyer acquires email approval from procurement leadership (Barry for Central, Rajesh for East
and Maria for West) and Requester.

 If bank details are not set up in the system, additional business executive confirmation is
needed on the bank details.

4. Buyer sends approved request and form to regional shared mailbox:

 AP-Operations-Central@kyndryl.com
AP-Operations-East@kyndryl.com
armando.alfaro.sanchez@kyndryl.com

 Use subject line: “BLACKOUT PAYMENT REQUEST + CC country + Total Gross

Amount”

5. A/P Payment Analyst to reach out to A/P TZ Lead for approval. A/P TZ instructs team members
to review invoices and execute manual payment.

6. A/P analyst must deduct any applicable withholding taxes prior executing the manual payment.
Please refer to this document for instructions and more info based on your time zone:

Manual payments Central TZ- WHT tracker.xlsx (sharepoint.com)

Manual payments West TZ- WHT tracker.xlsx (sharepoint.com)

Manual payments East TZ- WHT tracker.xlsx (sharepoint.com)

7. A/P Payment Analyst executes manual payment, collects approvals, if invoice can be cleared,
clears the invoice, if not applies payment block in S4. If none of these are available, AP TZ lead to
keep track of payment in BPT file.

8. A/P Payment Analyst shares confirmation with Buyer and AP TZ Lead in email (using Task
ID/shared mailbox):

 TRAX/Ebanking reference number

 Screenshot from TRAX/Ebanking

9. A/P TZ lead updates invoices status to “manually paid” in BPT file, includes screenshot from
TRAX/EBTPS with references.

10. Once blackout is over and the system is live, reconciliation of BPT file and S4 must happen
before first payment run. Invoices that have been paid during blackout to be marked as paid in
S4. Manually paid invoices which are not booked in the system at this point, to be booked and
marked as paid manually.

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