Guidelines
Title Convention
Each procedure and task's title must follow a set of rules.
Learn more about:
Procedures' title
For country accounting procedures, the title must follow this rule:
Acronym of the country/region - Company Code (optional) Description
One country:
e.g. US - 4290 Equity Earnings
More than one country:
e.g. BR and VE - Standard Cost Report
For worldwide procedures, the title is defined in the Organizational Process Design (OPD).
Check each OPD here.
Tasks and Steps' title
Each task and step must follow the OPD name convention - I "do" something.
Examples:
- I create / prepare / identify / fill in / update / add / calculate / extract ...
- I post / check / analyse / follow-up / compare / inform / archive ...
- I receive / download / request / collect ...
- I communicate / send / approve ...
- I run the SAP transaction ...
- I perform the posting ...
- I perform a consistency check between ...
- I provide the necessary assistance ...
Create a procedure
There are two templates in confluence:
- One for WW and Country Accounting procedures
- Other for SAP Transaction
Each page must be placed in a specific folder.
Learn more about:
Where to create a procedure
Each page must be placed in a specific folder.
Worldwide
These procedures have to be defined in the OPD and only after they can be created in confluence.
The folder structure is Unit / Domain / Sub-domain, e.g. Financial Accounting / Indirect Taxes / Intrastat.
Each procedure is created within the sub-domain.
Country Accounting
These procedures are organized in countries/regions. Therefore you only need to place the procedure inside the respective country/region.
Within Other EMEA Countries and Other APAC Countries, you have to select the respective country.
Only use Multi Countries - Transversal if any of the other folders do not apply to your procedure, e.g. APAC - Bank Reconciliation.
SAP Transaction
This scope includes:
- Transactions Codes, e.g. FB05
- Messages, e.g. frequent messages in material ledger
- Reports, e.g. WP1 - Report ZWFAR571
How to create a procedure
Follow the steps described in the image that exemplify the case of Italy.
1. Select the folder where you want to create the page
2. Select Create OR Document a new operation
Then you must select the template according with the type of page you are creating.
- WW and Country Accounting: Finance Servile Line Operation template (in pink)
- SAP Transactions: SAP Transaction / Report instruction (in blue)
Then press 
.
Template remarks
Consider these template remarks when creating a new procedure.
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Delete the icons not applicable to your procedure (in Scope, ERP and Frequency).
In the right panel, you have a section to include the templates related with the operation.
All the templates must be uploaded in SBS - Finance Service Line - Forms.
See for example:
The formatting of sections are defined as the image below.
Please pay attention that sections within 3. Tasks description have a different formatting:
- Sections numbered like 3.1. (X.X.) are Heading Level 1
- Sections numbered like 3.2.1. (X.X.X) are Heading Level 2
To change the heading level go to the edition mode and select the text that you want to change.
Click on the first menu and then select the heading level that you want.
Add the term of your procedure in section 2. Definitions and link it to Finance Glossary.
See the example below for OPD (this link redirects for the respective letter in Finance Glossary).
If you do not have terms in your procedure, just leave as below (the link is the main page of Finance Glossary https://wiki.solvay.com/x/tgGOAw).
Move/Reorder a procedure
Learn more about:
How to move a procedure
Go to the menu and press 
Click on Move.
You have four different options in the lateral menu:
Type the parent page title in the yellow box and select it from the list below.
After selecting press 
Search for the parent page in the yellow box and select the correct space (in this case SBS - Finance Service Line).
Press 
Then select the page.
And press
This option only shows the recently viewed pages.
After selecting the parent page press
This option shows the Page Tree where you can select the parent page.
After selecting the parent page press
In all options you can select the box 
If you select this box, you can choose the position of your page within the list of child pages of the parent page you have selected.
After selecting, press 
How to reorder pages
After creating pages, you can reorder them.
Go to the page that you want to reorder.
Select
Click on View in Hierarchy.
Now you can move your page or any other one. A reorder is automatically save (no need to save).
Add/change labels
Learn more about:
Label convention for WW/Country Accounting procedures
Each WW/Country Accounting procedure has the following labels according with:
- Unit/Domain
Check the list of labels to know which labels to use according with the unit/domain of the procedure.
E.g. If the unit/domain is Financial Accounting/Intercompany, then the labels are 
.
Country Accounting
Country accounting procedures are within three units:
- financial_accounting
- management_accounting
- treasury
Remark: these units do not define who perform the procedure.
Scope of applicability
Scope of applicability Labels to use Worldwide ww Country Accounting
(select according with the applicable country or group of countries)
Label convention for SAP transactions
Each page within SAP Transaction has the following labels according with:
Type of page
Type of page Labels to use SAP Transaction Codes sap_transaction SAP Messages sap_messages SAP Reports sap_report
- Transaction code
Write down the transaction code in lowercase letters, e.g. the label for 4KE5 is
.
How to add/change labels
You have two options to add/change labels:
1. At the end of the page
Go to the end of the page and press 
2. In the edition mode
Note
Use the first option if the page is published.
In the edition mode press
Write down the label and press Add.
Add all necessary labels and when finished press Close.
Insert files and images
Learn more about:
Important remarks
Images not available
Check how to solve images not available here.
If the images still not available, please verify if they are attached to your page (see how to do it below). If the images are not attached, you must attach them.
Do not COPY and PASTE (Ctrl C and Ctrl V) the images from another confluence page.
You must attach the images to your Confluence page to prevent them from not displaying. Images copy and paste from another Confluence page will reference images from that page, so if that page is deleted/restricted the images on your page will not be available.
How to check attachments
Select
Click on Attachments.
You can see all attachments of your page among other functionalities (see image below).
How to insert files/images
In the edition mode click on where you want to add the file/image.
Then select 
Now you need to upload the file(s)/image(s). You have two options:
A) Click on 
and select the file(s)/image(s) from your computer.
B) Drag the file(s)/image(s) directly in the red box below to attach them (no need to press a button or save).
After this your file(s)/image(s) will appear in the menu.
To insert in your page, you have to click on each item that you want to add.
Finally click on 
or double click on a selected item.
In selected items will a appear a blue box 
. If you want to deselected it, you just have to click on it again.
You can also zoom in items by click on 
.
How to edit files/images
Right click on the image/file that you want to edit to open a menu with different options (see details in the images below).
In the case of a file:
If you select Show as link, it will display the name of the file with a link to it (see image below).
You can revert it by click on Show as thumbnail.
Insert a link
Learn more about:
How to insert a link
In the edition mode write down a description of your hyperlink, e.g. OPD.
Select the text (in the image is OPD) and press 
(or use the shortcut Ctrl + K).
You have several options to add a link in the lateral menu:
The option Search in the lateral menu allows you to search for contents in confluence.
Please follow the steps in the image below and then press .
Now you are to select one item from the list of results and press .
In option Recently viewed in the lateral menu you can check your recently viewed content in confluence and select it to link.
Select the item that you want to link and then press .
The option Files in the lateral menu allows you to link to files.
You have two options:
A) Upload a new file to link
B) Select a file from the currently attached files to your page
After performing one of the options, select a file and press .
The option Advanced in the lateral menu allows you paste links.
Paste your link in the box Link.
Click on .
The option Google Drive in the lateral menu allows you link directly to Google Drive files.
Use the search box to enter some text or simply click on .
Then select the item that you want to link from the results and click on .
How to edit a link or unlink
To edit a link or unlink, you just have to right click on the linked text and then select the option that you want.
Insert a macro
Learn more about:
Macros in Confluence
There are several macros in confluence that can be used to improve your page.
Check more details here.
Some useful macros
How to insert a macro
E.g. Warning box.
Click on 
Select Other macros.
Search the macro that you want:
1. In the Search Bar
Use the search box at the top of the menu (see example below).
2. In the Lateral Menu by thematic
You can also search by thematic in the lateral menu.
Check the example below for warning boxes:
Tip
Any macro can be inserted by writing down { followed by the name of the macro, e.g. {warning.
How to edit a macro
To edit a macro just right click on the macro box to open a menu.
Then select the option that you want.
Add/Edit a term in Finance Glossary
Learn more about:
Finance Glossary
The Finance Glossary in confluence provides information regarding terms used in Finance.
In this glossary, we can add acronyms or terms defined in section 2 of each procedure which will be redirected to the respective letter in Finance Glossary. The advantage is to have only one repository of terms.
The Finance Glossary is within SBS - Finance - Know more.
You can select a letter in the Page Tree or in the Finance Glossary page.
Tip
You can find all glossaries within a confluence page by click on 
.
If you want to know more information about a specific term, just hold the mouse over it. See the example below.
You can contribute to this glossary by adding/updating terms.
How to add a term in Finance Glossary
Select the letter with which your term begins.
Click on 
Fill in the fields:
| Title | Enter a term, e.g. CAM |
|---|---|
| Definition | Enter term definition, e.g. for CAM we can write Acronym of Company Accounting Manager |
| Labels | Leave it blank |
| Synonym(s) | Optional |
| Abbreviation(s) | Optional |
Then press Add term.
How to edit a term in Finance Glossary
Select the letter with which your term begins.
Click on 
Find the term that you want to edit.
You can edit the definition of the term directly.
Or you can right click on the Glossary term box and click on Edit.
Then you can change the configurations of the term (except the definition for which there is no need to open the popup).
After the changes press Save.
Finally click on 
.
Submit for approval
Since you have edit the page, you have submit it for approval. Check how to do it here. TO REVIEW
Share a procedure
Learn more about:
How to share a procedure
Sharing
Always use the link provided in the share button and NOT the link in the address bar.
Select the page you want to share.
Click on 
You have two options:
1. Copy the link
2. Share directly from confluence
Add the people with who you want to share the page.
Include a message (optional).
Click on Share.
Notify watchers
Learn more about:
Follow a confluence page
You can follow a confluence page to receive email updates about changes on it.
To start follow a page click on 
and then select the option 
.
(you have also the option 
to follow all content update in the SBS - Finance Service Line space).
You can also click on Manage Watchers to add people to start watching this page.
Notify watchers
To notify watchers when you are updating a page, you have to ensure that the option 
is selected before you click on Update.
You can add a comment about the update in the yellow box.
Draft to Published
Learn more about:
Who can approve a page
An operation approver depends on the type of operation.
Check the Finance Approval Matrix to know who is responsible to approve your procedure.
Approvers Access
Please check who have approver access in confluence here .
Also, check which procedures are in draft:
How to submit for approval
Open the page that you want to submit for approval.
Click on 
and select +Add reviewer.
Search for the approver and select it (see image below) .
Press Assign and the approver(s) will receive a notification.
You can add more than one person (in this case the procedure is only published if all reviewers approve it).
How to unassign a reviewer
Go to your page.
Click on and then click on 
.
Then deselect the person(s) that you want to unassign.
Then the option to unassign appears.
Click on Unassign and the person(s) is(are) removed from the approvers of the page.
How to approve
Go to the page that you have to approve.
Click on and then click on Approve.
Tip
An user can check which pages have to approve.
Click on 
on the upper-right and then select Comala Workflows Tasks.
Then check if there is any page on the list. Otherwise, it will appear a message as below.
