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| Domain: Finance Data & Reporting |
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Responsibility area: Ensure consistency P&L BFC vs SAP |
Table of contents
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Scope |
1. Objective and Scope
1.1 Objective of this Operation
The objective of this procedure is to describe the process to perform the quarterly checks on Actual 0monthly IC RtR.GAC.02.12 - P&L Check BFC vs SAP.
1.2 Scope
The scope of this procedure is worldwide.
2. Definitions
See Finance Glossary.
Deadline proposal: Every Month, on D+7 until the end of the day.
Why?: Deadline to reopen the BFC is until D+6 at 12pm Local Time.
3. Tasks description
3.1 I
send a reminder to CAMs to publish the Actual 0 PackageBefore the quarter ends (31/03; 30/06; 30/09; 31/12), we must send a reminder to all CAMs to publish the Actual 0 package as the below example:
When the deadline for the publish of Actual 0 is close, send a new reminder to all CAMs informing the companies companies that are still pending publication as the below example:
3.2 I extract the current status of publication from VIRTUS
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Select the Financial and Consolidation Reporting Users to access VIRTUS, check the standard procedure in BFC 10.1 & BOIC - VIRTUS_connection_Guide.
Access the Internal control - Equity in Google Drive, create a new file and name with the new month.
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Select the Finance application, It will take around 2 min to create your workspace.
Use as an example a file from the previous quarter for the formulas be copied, download the file so we can work in Excel.
> After the check is complete, upload the file to the new folder created and rename with the current month.
Status colour Blue title Step 3
Complete the connection with your Solvay password.
Status colour Blue title STEP 4
Add your credentials and select the Remote and the Datasource name.
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| Remote: ACEW1PFCOFCP1.eua.solvay.com Datasource: FCprod |
Status colour Blue title STEP 5
Select the period you want to view the reporting clicking on Select reporting IDs:
Select the Package Manager option on Operation.
Step 3
Update GAR List:
GAR list must be updated every quarter or whenever we know of a change or existence of a new entity.
Go to Legal Entity Card > Execute “Document Export”.
Status colour Blue title STEP 6
Right-click on the header of the report and select Columns to add some necessary columns in the extraction.
Status colour Blue title STEP 7
In the category Statistics select the below options and move to Visible Columns in the right of the page.
- Published on.
- Locked/unlocked on.
In the category Entity select the below options and move to Visible Columns in the right of the page.
- Entity Portfolio (Code).
- Entity Portfolio (Long description).
You can add more columns according to what you need to display.
With these fields available is possible to check the last date of publication of Actual 0, the last date of lock and unlock of the package and the Conso Method of each company.
Q3 only: CAMs must attach the financial statement and publish the package by 30/09. In the category Attachments select the below options and move to Visible Columns in the right of the page.
- Attachments (Y/N).
4
Add new companies:
- Sheet “GAR List” > Check column A for “ADD”;
- Add those companies on sheet “Other BS items”;
- Extend formula from the previous line;
- Manually add information in column E (SAP Code) and J (Code 1), the rest of the information will appear automatically with the formula;
Only perform check for companies with the StatusActive and Consolidation method Fully consolidated (IG) or Proportionally consolidated (IP) or Equity method (ME)*
Status colour Blue title STEP 8
Right-click on Entity Portfolio (Code) and select Group By This Column.
This way it is possible to filter the companies by consolidation method.
You can extract all companies with all consolidation methods or extract only what will be analyzed in the current quarter, according to the rule below:
- Q1: Only Conso Companies
- Q2: Conso Companies
- Q3: Conso and Non-Conso Companies
- Q4: Only Conso Companies
5
In tab OTHER BS ITEMS update dates of Periods:
- Period 1 > Update cell F6 with a date from the last month already closed;
- Period 2 > Update cell F7 with a date from the month we are closing.
Example: If we are closing April, Period 1 is March and Period 2 is April*.
Status colour Blue title STEP 9
Select the rows you want to export, right-click and click on Print List of Selected Items.
6
Extract data from BFC:
Tab “Add-Ins” > Financial Consolidation > Autonomous Mode > Import > In Sheet.
The values in columns L and P will be filled in automatically.
Status colour Blue title STEP 10
Select the option Print to file and click on Browse.
- Select Google Drive and open the folder My Drive.
- Include a name in the file.
- Change the type of document to Delimited string (*.csv).
Status colour Blue title STEP 11
Access your Google Drive, you will be able to access the extraction performed and make the necessary changes using Google Sheets.
3.3 I create the file to be included in the reminder sent do CAMs
7
Extract data from SAP:
We do the check in companies from 3 different systems, PF1, WP1 and PI1 automatically with Excel Macro.
Open a new window in SAP (if we're gonna do PF1, we open a PF1 window, and so on) > Perform macros “Press for PF1” and “Press for WP1” > the values in column Y will be filled in automatically > Perform “Text to columns” if necessary.
To extract the data from SAP manually (PF1/WP1):
Login SAP and use transaction GR55 > Report Group Z4F3 > Fill in the data.
Copy the value from the column “Variance” to column Y in the excel file > Perform “Text to columns” if necessary.
For Systems PI1 (Only Manually):
Transaction GR55 > Report Group Z4S1 > Fill in the data.
> Copy the value from the line “Net Result” and the column of the month we intend, to column Y in the excel file > Perform “Text to columns” if necessary.
Status colour Blue title STEP 1
Access the Actual 0 Share Checks folder in Google Drive, create a new folder of the period being analyzed and name as "ACTUAL 0 Q* 202* - Packages NOT published".
Create a new file and name as "ACTUAL 0 Q* 202* Packages NOT published".
Status colour Blue title STEP 2
Use as an example a file from the previous quarter for the formulas be copied, the file must contain an updated GAR List so that the information is updated such as:
- Consolidation method
- Control %
- Currency (Code)
- Accounting ERP
- CAD Country Accounting Director
- CAM Company Accounting Manager
In the first row of the table, it is possible to see notes if the column is filled manually or automatically by the formula.
Make VLOOKUP to bring the information from the GAR List pasted in tab 2.
Status colour Blue title STEP 3
In order to fill the column L Package publish with YES/NO:
Open the extracted file from VIRTUS so we can copy the necessary information.
Each quarter, CAMs are required to publish ACTUAL0 packages. If not published by the CAM, the BFC Admin Team will force the publication.
Therefore, in the file extracted from VIRTUS we must check the date of last publication of Actual 0 package.
If the e last publication was performed in the quarter being analyzed in the months: March, June, September and December): Include in the column L YES.
If the last publication was performed before the quarter being analyzed: Include in the column L NO.
Example:
Closure of Q2: The CAMS mush publish the Actual 0 package until 30/06 to all conso companies.
The last publication of Actual 0 package for company XXX was performed on10/04.- Result: Include in the column L: NO, as the package must be published again within month 06.
9
Check for gaps between BFC and SAP:
Once the BFC (columns L and P) and SAP (column Y) values are complete, we will have the difference in EUR between the two in column V of the excel file > Filter these differences by values above and below 3k > The companies that have this difference will be the ones we will have to analyze.
Status colour Blue title STEP 4
It is important to check if the Actual 0 Package is locked since it may have been published but not locked.
Check in the file extracted file from VIRTUS in the column M Locked/unlocked on and always validate if in fact the packages are blocked in BFC.
Login BFC with your User and Password and click on Packages in Local Data Collection.
Fill in the information below to filter what you want to be displayed:
- Category
- Data Entry Period
- Reporting Unit
In the field Locked has a lock, it means the package is locked, otherwise the package is open and must be locked.
10
Follow up the differences:
For the companies with gaps like described above, send email to CAM with the CAD in the loop as the example.
Twice a year (May and November perform the Check annual Net Equity F00 2022.
Use as reference a file from the previous check so the formulas are copied and apply the same procedure as:
>Extract data from BFC - Financial Consolidation;
>Extract data from SAP - Excel Macros;
> Follow-up on the gaps.
