Process: Product Costing

Responsibility area: Internal Control Monitor  

Risk

Physical count, scrap are not supervised by finance ; Critical stock movement aren't controlled

Objective

FRA reviews all critical stock movement above 1500 € 

Process description

Within inventories management, plant operators need to book inventory transaction codes (scrapping or inventory discrepancy for example). Some types of inventory transactions should be used only under supervision of controlling.

Control description

FRA review report of critical transactions and justify each document article above 1500€



Scope
WP2 & PF2
Frequency

D10


Control owner

Finance Responsible Assigned (FRA)

References


Content by label

There is no content with the specified labels

Control evidences

IAC 03.07 Review of critical inventory.xlsx

IAC 03.07 Critical inventory transaction PF2.xlsx





  Guideline  

Download the file IAC 03.07 Review of critical inventory.xlsx

There are 3 sheets in the file: 


1- Read me first where you can find a reminder of what has to be done



 




2- In the tab Mvt, there is the list of critical movements  

3- Table is the tab to be completed in the frame of the control

The file is composed by three tabs. Only the last tab has to be updated thanks to a BW query. 

STEP 1

I open a data source or a workbook.

Open Data Source

There are 2 options to open Data Source:

  • Go to the File tab, click on Analysis then Open Data Source.

Or click the Analysis tab 

  1.  First, select an empty cell where you wish to insert your data (Ex : A1)
  2.  Click on "Insert Data Source"

When you click on "Insert", it will show the "Select Data Source" option but also up to 10 queries from your history

Select the source system: BW - Production - WBP 

Account

No Account ? Go to Getting a BW Account.

Click « OK »

  • Client: 400
  • Language: EN

Language

Only English is fully supported. 

The "Select Data Source" window opens. Here you can:

  • either search for the queries by description/technical name (Search Tab) 



  • or via browsing in the roles

Roles

The "Roles" are folders which contain the core queries. The roles you have reflect your access so if you are not seeing a given role it means you do not have access to it and need to request it (Go to Getting an Account).

Select the query you want to insert and click OK. This will launch the query and a prompt will appear for you to select the data.


Open a workbook (on the server)

  • Go to the File tab, click on Analysis then Open Workbook.

Select the source system: BW - Production - WBP 

Account

No Account ? Go to Getting a BW Account.

Click « OK »

  • Client: 400
  • Language: EN

Language

Only English is fully supported. 

Go to the tab “Role” and then open a working capital workbook.

Select and open the folder and double click on the workbook. 



Open a workbook (saved on your local drive)

You need to first open "Analysis for Microsoft Excel", then open your BW file (by File --> Open or Recent).

If you first open your BW file, then open  "Analysis for Microsoft Excel", there will be two Excel opened and you can't refresh your BW file.


Related Information






STEP 2

I select the query 

BW - Critical Material Movements (core query)

Comment: the technical name of the query is BW_QRY_ODS_IC01_0003




STEP 3

I run the query

1. Enter the mandatory information that is to say at least the calendar day. 

2. Enter detail information like the company code, the plant code to obtain the information that you are interested in.



STEP 4

I obtain the report and I justify the highlighted amount in the appropriate column

Comment: There is an automatic filter to obtain only the amount to be justify but it can be removed (see next step)



STEP 5

I remove the filter in the amount criteria

 

STEP 1

Go to you email and select “Google Apps” 

 
 

STEP 2

Select the button(app) for the AODOCS.
 
 

STEP 3

Search for the SBS-costing-IAC library

 

 

STEP 4

I retrieve the template for each IAC. I go to template list by clicking on "Templates". In the list of document, select the one you want to download in your computer. 
 
 


STEP 5

I download the attachment to your PC to be completed with data of the Month

 

 

STEP 6

I store the control evidence. First I click on New button and then I select

  • New FRA control, in the case I am a FRA
  • New GCCO control, in the case I am a GCCO


STEP 7

I fill in all the properties.

  • Document title

  • Control type (Select the IAC code in the list)

  • Year

  • Period (Year and Month)

  • GBU

  • Region

  • Company code

  • Plant code

  • Status

    1. Completed if no foressen changes

    2. On going if changes will be done later

    3. Cancelled if needs to be deleted







Finally attach your document and feel free to add additional comments in the description. 


 

 

STEP 8

You control evidence is now completed. You can save it by clicking the save icon 
 
 


 

 

Download the file IAC 03.07 Critical inventory transaction PF2.xlsx

There are 4 sheets in the file: 


1- Read me first where you can find a reminder of what has to be done



 




2- Pivot where you can fresh the pivot table to see the results (only once you have completed tab base). 

3- Base is the tab to be completed in the frame of the control

4- In the tab Mvt, there is the list of critical movements.  

 

The file is composed by four tabs. 

Only the tabs "base" and "pivot" have to be updated. 

STEP 1

I open a SAP transaction MB51.

Fill in the:

  1. Plant
  2. Movement types copy from the IAC template
  3. Period being controlled




STEP 2

  1. Select the detail list by clicking on 




STEP 3

Being in the detail list

  1. Select the correct layout
    1a. Settings
    1b. Layout
    1c. Choose
  2. Select the following layout: /IAC 03.07
  3. Validate by clicking on 



STEP 4

Save to excel

 

  1. Go to 
    1a. List 
    1b. Export 
    1c. Spreadsheet
  2. Select from all Available formats: 10Excel (in office 2007 xslx format)
  3. Confirm the location of the extraction in your PC
  4. Name the file
  5. Validate




STEP 5

Copy data to IAC 03.07 to the template

Open the Excel template and copy paste in the “base” tab the data that you obtained in the SAP transaction as we have seen Step 4



STEP 6

Refresh Pivot table

  1. Update the pivot table and comment if the amount is above 1 500 € 
  2. Check if inventory discrepancies are only validated by the FRA


 

STEP 1

Go to you email and select “Google Apps” 

 
 

STEP 2

Select the button(app) for the AODOCS.
 
 

STEP 3

Search for the SBS-costing-IAC library

 

 

STEP 4

I retrieve the template for each IAC. I go to template list by clicking on "Templates". In the list of document, select the one you want to download in your computer. 
 
 


STEP 5

I download the attachment to your PC to be completed with data of the Month

 

 

STEP 6

I store the control evidence. First I click on New button and then I select

  • New FRA control, in the case I am a FRA
  • New GCCO control, in the case I am a GCCO


STEP 7

I fill in all the properties.

  • Document title

  • Control type (Select the IAC code in the list)

  • Year

  • Period (Year and Month)

  • GBU

  • Region

  • Company code

  • Plant code

  • Status

    1. Completed if no foressen changes

    2. On going if changes will be done later

    3. Cancelled if needs to be deleted







Finally attach your document and feel free to add additional comments in the description. 


 

 

STEP 8

You control evidence is now completed. You can save it by clicking the save icon 
 
 


 




1 Comment

  1. Marielle MOINET

    Romane suggested the following action; we Should suggest here that : in case of stock adjustment the memorandum of inventory has to be posted with the analysis of critical transaction. Do we add that in the procedure? MARTINS, Pedro