1. Objective and Scope

1.1. Objective of this Operation

The purpose of this document is to describe the procedure for extracting and preparing the file with all contracts for cars WW and send it to the Accounts Payable team.

This file is used by the Accounts Payable team to correctly identify and process the invoices received for the car leases WW.

1.2. Scope and Timeline

All companies under Syensqo that follow the IFRS16 accounting rules.

Car contracts only.

This activity is performed monthly, until D+20.

1.2. Responsibility

SU MAC is responsible for:

• Preparing the extractions
• Creating the file for the current month
• Sending the file to the Accounts Payable

2. Extractions and file preparation

Open the BW query CAPEX Lease B/S by Flows -> query ending in 0016

Run the report by informing the Scope of the report and the current period

Go to Analysis Design - Crosstab - Repeat Members so that all lines are filled out with the relevant information

Click on Pause Refresh to prevent BW updates.

Put a filter in the file. On column J, filter Cars only

On column G - GL Account, filter the Lease Debt accounts only: 5102100010 and 16830100

Transfer the filtered data to a new excel file, from column A to W. It is not necessary to copy any of the columns with amounts as they will not be needed.

Eliminate the columns that are not needed. Keep the following columns:

• Source system
• CO Area
• Company code
• Contract
• Start date
• End of term
• Probable end
• Vendor
• Vendor Name
• Vendor contract ID
• BFC GBU

All other columns can be deleted.

Add a new column after column D and concatenate company code + contract

On Column H, select everything that ended in the previous months/years and delete

Example:

After that, filter column H for all contracts with an end date 31.12.9999.

Check column G to see if the contracts are still valid or not. If not, delete them as well

Add a new column after the Vendor Name for the contract description. 

Open transaction REISCN. For both systems, we need to extract worldwide (all companies) and search for these contracts’ descriptions and add them to the file. Do a VLOOKUP with the concatenates.

Add two more columns at the end, one for the monthly rent amount and one for the currency. 

To get this information, open transaction RECESH with all Company codes.

Valuation Rule: IFRS16

View: Cash Flow

Once it runs, filter the current month and year and extract it to Excel.

Perform a VLOOKUP using the concatenates to pull the expected rental amount for that month and the currency (columns Clearing and Currency of the RECESH extraction)

Perform the VLOOKUP for both the PF2 and WP2 extractions.

Remove the formulas and check column N to see if there are any contracts with an expected amount of 0 or N/A for the month. If so, check and delete the lines from the report

Save the file and send it by email to the Accounts Payable team.