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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
  • 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)

    • 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 

    Panel
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    Domain: Finance Data & Reporting
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    Responsibility area: Maintain Costing Master Data

    Table of contents 

    Table of Contents
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    Scope
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    References
    Forms
    Attachments

    References

    KS01 - Create a Cost Center

    Forms

     Data Management Training


    Attachments

    Cost Center - Master Data


     I update/lock an internal order for restructuring and HSE costs <<

    Page_title
    >> I update/block a cost center



    1. Objective and Scope

    1.1. Objective of this Operation

    The aim of this procedure is to provide clear, step-by-step instructions on how to create a cost center. This ensures consistency, accuracy, and compliance with Syensqo’s internal processes.

    1.2. Scope

    The scope of this operation is worldwide and includes all tables associated with company codes in the PF2 and WP2 SAP systems. 

    2. Definitions

    See Finance - Glossary:

    • ...

    3. Tasks description

    WHAT and HOW - Main content of the operation

    The content should be mainly organized in 2 levels of Headings to ensure a proper link with the Table of Contents.

     Select the level of heading in the "Paragraph" option.

    3.1. I receive the request to create a cost center

    3.1.1. Step 1 of Task 1

    3.1.2. Step 2 of Task 1

    ...

    3.2. I confirm that the request is made by an authorized requester

    3.2.1. Step 1 of Task 2

    3.2.2. Step 2 of Task 2

    3.3. I analyze and validate the information provided in the request

    3.4. I create the new cost center

    3.1. I receive the request to create a cost center

    Requests must be submitted to the Data Management Finance Operations entry point through the Finance Master Data Workflow in PRS (PF2_050) using – transaction ZZF_MDWF_REQUEST or via SyRA.

    3.2. I confirm that the request is made by an authorized requester

    Confirm that the requester is listed as an “authorized requester” in the document 

    Google Drive Live Link
    urlhttps://docs.google.com/spreadsheets/d/1gbV5_Zy5PZGQf-AitmVumQuh2zz6luHqPm_BJsDsPgQ/edit#gid=0
    . This list is maintained by the Process Expert Costing

    In addition to those on the list, the following individuals may request Reporting (not at “PIF level”) and certain “auxiliary” cost centers:

      • FSL (Finance Service Leader)
      • Country Manager
      • CAM (Customer Account Manager)

    This exception also applies to small companies that do not have a Controller.

    3.3. I analyze and validate the information provided in the request

    3.3.1. I validate the need of a new cost center

     Before proceeding, ensure that creating a new cost center is necessary and justified. Follow these validation steps:

    a) Confirm the Need for a Cost Center

      • Assess Alternatives:
        • Ensure the request cannot be fulfilled with another cost object, such as a project (WBS) or an internal order.
        • Verify that an existing cost center cannot be used to meet the need.

    b) Cost Center Uniqueness

      • Each cost center in SAP must be unique in terms of:
        • Codification
        • Short and long description
        • Object within a plant

    c) Special Cases

      • Asset Involvement:
        If the cost object is to be linked to an asset, only a cost center can be used.
      • Payroll Accounting:
        Payroll must be assigned to a cost center; no other cost object is permitted.

    3.3.2 I analyze the Request

     Before proceeding, analyze the request and question:

    • What is the purpose of the requested cost center?
    • Is the cost object required for asset or payroll purposes?
      • If yes, this validates the need for a cost center.
    • Is the cost object only for reporting costs linked to a project?
      • If yes, suggest using a WBS (project) instead.
    • Is the yearly foreseen amount above the threshold defined by PE Costing?
      • A significant amount increases urgency and priority for processing.
      • For non-significant amounts, challenge the need for a new cost center and consider suggesting an internal order.


    3.3.3. I validate that all mandatory fields are informed

    a) Check for Existing Cost Centers

    b) Validate required fields

    Before creating a new cost center, make sure all mandatory fields are completed:

      • company code
      • valid from
      • Cost center category
      • person responsible 
      • profit centre
      • Hierarchy area
      • Alternative hierarchy (ZCBS)
      • name (short text)
      • description (long text)

    3.3.4. I perform the controls

    Expand
    title8 controls must be performed before creating the cost center
    Include Page
    CostFAQ:Cost Center - Master Data
    CostFAQ:Cost Center - Master Data
    Expand
    titleDecision tree to be used for the creation of cost centers

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    3.3.5. I challenge the creation of the cost center

    “Return” the workflow request with your comment:

    • suggesting another cost object, 
    • suggesting an existing cost center, 
    • informing that his/her need does not seem a cost center
    • asking for further information.

    If mandatory information is missing, or inconsistency is found:  ask for further information. 

    3.4. I create the new cost center - KS01

    Expand
    title3.4.1 KS01 - Manual creation of a cost center
    Include Page
    KS01 - Create a Cost Center
    KS01 - Create a Cost Center

    Expand
    title3.4.2 Mass creation of cost centers via SAP workflow

    Include Page
    ZZF_MDWF_REQUEST - Cost Centers request using the Workflow
    ZZF_MDWF_REQUEST - Cost Centers request using the Workflow

    3.5. I check if it is necessary to perform the next actions (depending of the type of cost center created)



    3.6.

    3.5.

     I communicate that a new cost center has been created

    End of document.

    I notify the Assessment Cycle Owner maintenance

    I notify the requester

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