Objective and Scope

1.1. Objective of this Operation

This procedure explains how to fill out the BNB monthly report – F01DGS. This report refers to intracommunity services transactions (buy and sell)

1.2. Scope

This LOP Is applicable to companies:

1. 0001 Solvay S.A.
2. 0005 Solvay Chemicals International
3. 0237 Solvay Chimie
4. 5974 Solvay Pharmaceuticals Management & Services S.A.
5. 5978 Solvay Sspol BE

2. Definitions

See Finance Glossary:

• PF1

3. Process

3.1. Extract data from SAP

A. Enter the transaction ZBF_BNB;

B. Select the variant per company:

1. Company 0001 > BNB 0001 CORR
2. Company 0005 > BNB 0005 DEF
3. Company 0237 > BNB 0237 TEST
4. Company 5974 > BNB 5974 NEW
5. Company 5978 > BNB 5978 TEST 

Check vendors starting with 99* if they have invoices posted with tax code to decide weather to include these in the statistics.

C. Update the date corresponding to the month being reported.

D. When on the screen below, export the file: 

Save in xls and create 2 sheets, one to work and 1 to keep. Open previous month file to check on the columns to create and where. 1 column after “E”, 1 column after “K”, 2 columns after T

3.2. Data processing

3.2.1. Revenue or charges?

In cy 5, if X0003 change to H7000 countries PT, US, BG, FR

First you have to determine if the invoice is coming from a supplier or is due by a client. To do so, create a column next to “N° piece”, name it “P/C” and if it’s an invoice due by a client, put P as profit, sales of services; if it’s a supplier invoice, put C as a charge, purchases of services.

• Docs beginning with the numbers 100*, 6113*, 61114* and 6111* are P, profit, sales.
• Docs beginning with the numbers 301*, 306*, 307* and 6311*, 6312*, 6314* are C, charges, purchases.
• Check if any blanks in the filter of column P/C, missing to be identified.
  
  

Create 2 columns U and V, to separate the debit and credit amounts.

Get the formula from last month in column U, named P

Note: Check all P and C are zero.

Sum columns U-V = T

Compare with initial extraction

For cy 5, 237, 5978

Open last month’s file to help on the guidance. Create a new sheet named “BNB” with copy of the “work” one and delete the columns not needed. Create 2 additional columns with the same data as “Amount in LC” column. Filter by H and S in column “Debit/Credit Ind.” and delete with special visible cells only, to be able to have the (-) and (+) amounts separated in the 2 different columns.

Note: To upload in OneGate it’s necessary to have the amounts in 2 columns and both with sign (+), even if credit notes exist.

Tip after creating the pivot, to repeat all items in the reporting subcategory:

3.2.2. European country or not?

A. First create a column next to the one called “ISO Code”, put E when the country is European.

Here is the list:

AT, BE, BG, CY, DE, DK, EE, EL, ES, FI, FR, GB, GR, HR, HU, IE, IT, LT, LV, MT, NL, PL, PT, RO, SE, SI and SK. 

When done, sum the product and charges amounts to compare them with the VAT return for the specific month to be sure that all data have been correctly uploaded.

N.B.: If “BE” appears in the list, it is considered as an error. Please refer to your company manager. Exclude lines with country BE, once this is a foreign activities’ report.

Filter all the “E” and copy them to a new created sheet named “EUROPE”. Sum columns U and V.

B. Compare these figures with the VAT return of the same month.

The VAT return will be provided by SU VAT Team.

Please copy/past the sheet “check” from last month’s file.

When on this screen below, please change the data.

Update the cells according to the month being reported:

• -       A1: Month/Year;
• -       C3: Sum of the sales (P)as calculated in accordance with point 3.2.2.A.;
• -       D3: Sum of the purchases (C) as calculated in accordance with point 3.2.2.A.;
• -       C7: Cell 44 of the VAT declaration of this specific month;
• -       C8: Minus Case 48 of the VAT return of this specific month;
• -       D16: Cell 88 of the VAT return of this specific month.

Cells C10, C12, D14, D18 and D20 are cases with calculations performed automatically.

Check cells C14 and D20:

• -       if the amount is above 1.00%, analyze the difference and report it to the Company Accounting Manager
• -       if not, continue to follow the procedure.

Analysis when statistic report ZBF_BNB amount is higher than VAT declaration amount:

Create a new file with the VAT declaration report in SAP: transaction S_ALR_87012357 with variant “0001_BE”, extract to excel, build a pivot with doc number and tax base amount. Caution to build the pivot, once this is intracomunitaire VAT, take on the tax code YC and amounts in positive OR negative, as they are zero in total.

Create a new sheet named “Analyse Europe document” and build a pivot with source data in sheet “Europe”, with columns “doc number” and “sum of C”, once the gap is in the purchases, the charges. After copy paste values, make a vlook up with the VAT declaration file, and a column with the difference to see where the gap is.

Analysis when statistic report ZBF_BNB amount is lower than VAT declaration amount:

 Tbc when situation occurs

3.2.3. Isolate the data to be reprocessed

A. Sort the excel file by the BNB code number – Column Q in this case.

Then cut/paste all lines with the X0003 code on a new sheet called “X0003”. Delete this information on sheet “SAP” once after the analysis we will paste the information in this sheet, to avoid duplication. For precaution, keep a sheet “SAP original”. Check if total amounts match SAP+X0003 = SAP brut

B. Sort this new sheet by the amount LC – Column T in this case.

3 selections:

• Do not change the code when the amount is between -10,000 and 10,000, filter and color in green;
• Replace X0003 by H7000 when the amount is between -100,000 and -10,000 and 10,000 and 100,000, so filter and color in blue;
• Replace X0003 by another code (to be analyzed) when the amount is superior to 100,000 analyzing the invoice case-by-case, so filter and color in red.

C. Analyze invoices

In SAP, enter the transaction FB03 and display all the documents:

The docs that have reference billing docs 9* copy them and check in the CROCO cockpit to have a quick identification of its nature.

Z1F_CRC_SERVICE_INV (through the CROCO cokpit) and choose 1 dinamic selection as below

Restrict as much as possible the results, depending on the cy adapt,  delete the GEC*, I00001, E00001 and insert only I0XXXX* and E0XXXX* where XXXX is the cy code. E.g.below for cy 1:

When getting the report result, either in column Material Description, WBS description, Activity OECD, it is possible to identify the nature of the cost and to categorize by the BNB codes.  List in templace codeList 2014

Most used ones:

• -       H0000 - Commissions, Treasury
• -       H1100 - Expertise, accounting and fiscal
• -       H3000 – when Research is referred on the invoice – RECH/NOHRECH;
• -       H4003 – when referring – FCAS;
• -       H1500 – when referring to human resources – HR; GBU fees; Consultancy;
• -       G0001 – when referring to IT costs;
• -       G6000 - R&I, Royalties
• -       H1100 – when referring to Finance costs;
• -       H7000 – when referring more than one kind of cost; GBU fees +Consultancy (cy237)

3.2.4. Isolate the data to be reproce

A. First copy/paste data (sheets SAP+X0003) on a new sheet and name it “BNB”. Only keep the columns “BNB Code”, “ISO Code”, “Product” and “Charges”.

Follow M-1 file to treat the data (build pivot,...)

Note: Product/Revenue should be in positive. If there are contra nature amounts, change the column.

The negative amount has to be added to the amount in the other column  "charges montants".

So in this case, the right statement is :                                
produits montants 0

charges montants 4 709 443

No negative amount, this amount has to be transferred in the first column.

So in this case, the right statement is :

produits montants 165 (a minus cost is a profit)

charges montants 0    

Tip: When in the sheet BNB, filter amounts by:

Before starting: copy amounts from column “Amount in LC” into 2 new columns P and C; Filter as indicated below and delete)

• C+H means the contra nature amounts, invoices with (-) means credit notes, so report in column P (Credit Notes from Purchases)
• C+S means the normal amounts, invoices with (+) means cost, so report in column C (Purchases)
• P+H means the normal amounts, invoices with (-) means profit, so report in column P (Sales)
• P+S means the contra nature amounts, invoices with (-) means credit notes, so report in column C (Credit Notes from Sales)

Note: Decimals are not allowed (use formula round) neither any number format.

Note: Zero needs to be reported one way or another, as below, otherwise upload is done with errors. 

Verify that all BNB codes are still in use.

Note: The upload file and the data in One Gate must be equal. If there are corrections they must be reflected in both. Do not correct directly in the report, otherwise csv upload file will be different - both need to be the same. 

B.Create a new excel file and save it under the format “.csv” (format needed to upload data on the BNB website).

3.3. Data upload on the BNB site

A. Log in on the BNB website: OneGate

B. User name and password can be found in template List of Enquêtes / Statistiques BE-LUX

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End of document.