Tasks to be completed when documenting an operation (from creation to publication)
1. Enter the Title of the operation / page
2. Add the following Labels:
Scope of applicability: ww, country_accounting
Country or group of countries (if applicable): belux, china, france, italy, lam, nam,uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore, new_zealand, emea_transversal, apac_transversal
Unit and Domain according to the List of labels to be used in the Finance Service Line space
- E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
- Labels to be used: ww, financial_accounting, central_fin_proc_compliance
- Labels to be used: ww, financial_accounting, central_fin_proc_compliance
- E.g. 2: France Operation in Financial Accounting:
- Labels to be used: country_accounting, france, financial_accounting
(for country operations, the Domain is always country_accounting)
- Labels to be used: country_accounting, france, financial_accounting
- E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
3. Fill in all fields as described above
4. Name the title of each section using OPD methodology naming convention - Infinitive verb without the “to”, mainly action verb...something) -" I do something..."
5. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow
Responsibility area:
Table of contents
Scope
NAM/LAM
ERP
PI2
Frequency
References
Forms
Attachments
<< Payroll postings >>
1. Objective and Scope
1.1. Objective of this Operation
The payroll account 50560USD52 needs to be zero balance at the month end.
The remaining open balance on the last day of the month must be identified and posted in the respective affiliate IBA
1.2. Scope
This procedure is applied for the entity 4044: Syensqo Finance (America), LLC in PI2 System.
2. Definitions
See Finance Glossary:
- ...
3. Tasks description
3.1. I request twice a month to the Payroll team the Tax and Garnishment reports
3.1.1. Tax and Garnishment reports
In order to do the reconciliation, we need to request twice a month to the Payroll team the Tax and Garnishment reports to proceed with the reconciliation.
The email is sent on the 20th day of the month and the 30th.
Send email to:
CC:
treasury.accounting@syensqo.com
Here is an example of the email that need to be sent, always update the month accordingly to the closure month
3.2. I prepare the file of the reconciliation
3.2.1. Extract the open item of the account 50560USD52
After we receive the reports requested above we can start the reconciliation.
We use the template of the file "MM.DD_Open Items Reconciliation’" stored in \\lucapfs01sco.oxo.priv\LUCAP-USERS\TREASURY ACCOUNTING (P2)\MONTH END CLOSING\20YY\MM.20YY\4044\4044 Payroll .
Update the Month and Day accordingly to the day of the reconciliation.
We extract the open item of account 50560USD52, with a layout with the same columns as the sheet "MM.DDDD" on the template file
Update the date on the template tabs:
3.2.2. Prepare the file "MM.DD_Open Items Reconciliation’
Location: \\lucapfs01sco.oxo.priv\LUCAP-USERS\TREASURY ACCOUNTING (P2)\MONTH END CLOSING\20YY\MM.20YY\4044\4044 Payroll
3.2.2.1. Prepare the tab "MM_DD"
On the file extracted from SAP, format the file and include 4 columns before text column:
Copy the information to the template with the respective date
3.2.2.2. Prepare the tab "MM_DD Sort":
After that, we must split the documents in three groups in tab MM_DD Sort:
Garnishment: Assignments containing HR18, HR19 and small amounts
Payroll Tax: Assignments containing HR13, HR14, HR15, HR16, HR17 and document with ‘VV’ on the text field
Net Pay & Payroll wire: Assignment containing HR11, HR12 and document that have Company names on the text field
3.2.2.3. Split by tab "Garnishment Entry" , "Payroll Tax Entry" and "Net Pay & Payroll wire entry"
We need to split three groups in tab MM_DD Sort by company code on the respective tab:
3.2.2.3.1. Garnishment Entry
On the end of the file we copy all the Garnishment documents that were split on the tab MM_DD Sort:
a) Allocate to each affiliate above the company code on the assignment :
b) To allocate the documents that do not have company code on the assignment search the amounts on the report sent by Payroll team ‘GSS Invoice Report’.
After identify the amount on the report, check the code in column G and the respective company code indicated in tab ‘ADP Co Coding’ of the template:
Old codes:
New codes:
3.2.2.3.2. Payroll Tax Entry
On the end of the file we copy all the Payroll Tax documents that were split on the tab MM_DD Sort:
a) Allocate to each affiliate above the company code on the assignment:
b) To allocate the documents that do not have company code on the assignment search the number previous the VV on the text field in the report ‘tax invoice report’ sent by the payroll team. Check the code in column D and the respective company code indicated in tab ‘ADP Co Codings’ of the template
Old codes:
New codes:
3.2.2.2.3. Net Pay & Payroll wire entry
On the end of the file we copy all the Net Pay documents that were split on the tab MM_DD Sort:
a) Allocate to each affiliate above the company code on the assignment and the company name on the text field:
b) If you are not able to identify any item posted in SAP, request clarification for the payroll team.
After finish the template, send the file to Payroll team for information and request the information related to the pending items, here is an example of the email:
3.2.3. D+1: Prepare the file "MM.DD_Open Items Reconciliation’
Location: \\lucapfs01sco.oxo.priv\LUCAP-USERS\TREASURY ACCOUNTING (P2)\MONTH END CLOSING\20YY\MM.20YY\4044\4044 Payroll
In D+1 we need to post the IBA entries in order to set the payroll account to zero and send the amounts to the respective affiliate:
In each tab, there is a summary of the amounts by company code, which we will use to fill the posting file:
If the amount is negative it will be a credit in the posting file, if it is positive, we will include as a debit in the posting file, the case above the posting file will be filled like this:
After the posting file is finished, upload it in PI2 using transaction ZZF_POSTING_FILE and clear the GL account 50560USD52 when all the three files are uploaded.
3.2.4. Send the email "SCO: Misc. Payroll Entries MM.DD.YYYY" to inform that the payroll process is finished
After the postings are performed we inform the accounting platform teams, CAM´s and our team that the payroll process is posted and completed.
In the end we can mark the FCC task: "2230 4044: Payroll posting" as complete.