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nameTitles1. Title convention

Title

of procedures

Convention

Each procedure and task's title must follow a set of rules.

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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

      

BR - Benefits Cycles

    • More than one country:

e.g. BR and VE - Standard Cost Report

      

APAC - Bank Reconciliation


For worldwide procedures, the title is defined in the Organizational

Processes

Process Design (OPD).

Check each OPD here.

Title of tasks

Tasks and Steps' title

Each task and step must follow the OPD name convention - I

“do” something …E.g. I create … / I perform the posting /

"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 ...



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name2. Create a procedure

Create a procedure

There are two templates in confluence:

  1. One for WW and Country Accounting procedures
  2. Other for SAP Transaction

Each page must be placed in a specific folder.

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Where to create a procedure

Each page must be placed in a specific folder.

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  • 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.

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  • Country Accounting

These procedures are organized in countries/regions. Therefore you only need to place the procedure inside the respective country/region.


Note

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.

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  • SAP Transaction

This scope includes:

    • Transactions Codes, e.g. FB05
    • Messages, e.g. frequent messages in material ledger
    • Reports, e.g. WP1 - Report ZWFAR571

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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

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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 Image Added.

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Template remarks

Consider these template remarks when creating a new procedure.


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titleDomain and Responsibility Area


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  • WW operation: check OPD
  • Country Accounting operation: the domain is Country Accounting
  • WW operation: check OPD
  • Country Accounting operation: the domain is N/A



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titleRight Panel

Delete the icons not applicable to your procedure (in Scope, ERP and Frequency).

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titleForms and Operation Templates

In the right panel, you have a section to include the templates related with the operation.

Warning

All the templates must be uploaded in SBS - Finance Service Line - Forms.

See for example:

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titleTable of Contents and Heading Level

The formatting of sections are defined as the image below.

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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.

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titleDefinitions

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).

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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).

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name3. Move/Reorder a procedure

Move/Reorder a procedure

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How to move a procedure

Go to the menu and press Image Added

Click on Move.

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You have four different options in the lateral menu:


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titleBasic search by the parent page

Type the parent page title in the yellow box and select it from the list below.

After selecting press Image Added

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titleSearch the parent page

Search for the parent page in the yellow box and select the correct space (in this case SBS - Finance Service Line).

Press Image Added

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Then select the page.

And press Image Added

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titleSearch on recently viewed

This option only shows the recently viewed pages.

After selecting the parent page press Image Added

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titleSearch on the page tree

This option shows the Page Tree where you can select the parent page.

After selecting the parent page press Image Added

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Note

In all options you can select the box Image Added

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 Image Added

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How to reorder pages

After creating pages, you can reorder them.

Go to the page that you want to reorder.

Select Image Added

Click on View in Hierarchy.

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Now you can move your page or any other one. A reorder is automatically save (no need to save).

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name4. Add/Change labels

Add/change labels

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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 Image Added.


Note
titleCountry 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 applicabilityLabels to use
    Worldwideww
    Country Accounting
    (select according with the applicable country or group of countries)


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    titleEMEA
    • belux
    • bulgaria
    • dach
    • finland
    • france
    • iberia
    • italy
    • netherlands
    • poland
    • uk_ie
    • emea_transversal


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    titleAPAC
    • australia
    • china
    • india
    • japan
    • south_korea
    • thailand
    • apac_transversal


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    titleLAM & NAM
    • lam
    • nam



Label convention for SAP transactions

Each page within SAP Transaction has the following labels according with:

  • Type of page

    Type of pageLabels to use
    SAP Transaction Codessap_transaction
    SAP Messagessap_messages
    SAP Reportssap_report

  • Transaction code
    Write down the transaction code in lowercase letters, e.g. the label for 4KE5 is Image Added.

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 Image Added

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2. In the edition mode

Note
titleNote

Use the first option if the page is published.


In the edition mode press Image Added

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Write down the label and press Add.

Add all necessary labels and when finished press Close.

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name5. Insert files and images

Insert files and images

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Important remarks

Warning
titleImages not available

Image AddedCheck 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.


Warning

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 Image Added

Click on Attachments.

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You can see all attachments of your page among other functionalities (see image below).

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How to insert files/images

In the edition mode click on where you want to add the file/image.

Then select Image Added

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Now you need to upload the file(s)/image(s). You have two options:

A) Click on Image Added 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).

Image Added


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 Image Added or double click on a selected item.

Info

In selected items will a appear a blue box Image Added . If you want to deselected it, you just have to click on it again.

You can also zoom in items by click on Image Added.

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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).

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In the case of a file:

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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.

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name6. Insert a link

Insert a link

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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 Image Added(or use the shortcut Ctrl + K).

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You have several options to add a link in the lateral menu:


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titleLink to contents in confluence

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 Image Added.

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Now you are to select one item from the list of results and press Image Added.

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titleRecently viewed content in confluence

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 Image Added.

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titleLink to files

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

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After performing one of the options, select a file and press Image Added.


Expand
titlePaste a link

The option Advanced in the lateral menu allows you paste links.

Paste your link in the box Link.

Click on Image Added.

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Expand
titleLink to Google Drive

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 Image Added.

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Then select the item that you want to link from the results and click on Image Added.

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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.

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name7. Insert a macro

Insert a macro

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Macros in Confluence

There are several macros in confluence that can be used to improve your page.

Check more details here.


Info
titleSome useful macros

Examples:

How to insert a macro

E.g. Warning box.

Click on Image Added

Select Other macros.

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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:

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Info
titleTip

Any macro can be inserted by writing down { followed by the name of the macro, e.g. {warning.


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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.

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name8. Add/Edit a term in Finance Glossary

Add/Edit a term in Finance Glossary

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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.

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The Finance Glossary is within SBS - Finance - Know more.

You can select a letter in the Page Tree or in the Finance Glossary page.

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titleTip

You can find all glossaries within a confluence page by click on Image Added.

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If you want to know more information about a specific term, just hold the mouse over it. See the example below.

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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 Image Added

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Fill in the fields:

TitleEnter a term, e.g. CAM
DefinitionEnter term definition, e.g. for CAM we can write Acronym of Company Accounting Manager
LabelsLeave it blank
Synonym(s)Optional
Abbreviation(s)Optional


Then press Add term.

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How to edit a term in Finance Glossary

Select the letter with which your term begins.

Click on Image Added

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Find the term that you want to edit.

You can edit the definition of the term directly.

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Or you can right click on the Glossary term box and click on Edit.

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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.

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Finally click on Image Added.

Note
titleSubmit for approval

Since you have edit the page, you have submit it for approval. Check how to do it here. TO REVIEW


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name9. Share a procedure

Share a procedure

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How to share a procedure

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titleSharing

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 Image Added

You have two options:

1. Copy the link

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2. Share directly from confluence

Add the people with who you want to share the page.

Include a message (optional).

Click on Share.

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Notify watchers

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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 Image Added and then select the option Image Added.

(you have also the option Image Added to follow all content update in the SBS - Finance Service Line space).

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You can also click on Manage Watchers to add people to start watching this page.

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Notify watchers

To notify watchers when you are updating a page, you have to ensure that the option Image Added is selected before you click on Update.

You can add a comment about the update in the yellow box.

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name11. Draft to Published

Draft to Published

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nameDraft to Published

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.

Note
titleApprovers 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 Image Added and select +Add reviewer.

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Search for the approver and select it (see image below) .

Press Assign and the approver(s) will receive a notification.

Note

You can add more than one person (in this case the procedure is only published if all reviewers approve it).

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How to unassign a reviewer

Go to your page.

Click on Image Added and then click on Image Added.

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Then deselect the person(s) that you want to unassign.

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Then the option to unassign appears.

Click on Unassign and the person(s) is(are) removed from the approvers of the page.

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How to approve

Go to the page that you have to approve.

Click on Image Added and then click on Approve.

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Info
titleTip

An user can check which pages have to approve.

Click on Image Added on the upper-right and then select Comala Workflows Tasks.

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Then check if there is any page on the list. Otherwise, it will appear a message as below.

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nameUseful links

Useful links