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Tasks to be completed when documenting an operation (from creation to publication)1. Enter the Title of the operation / page2. Add the following Labels :
3. Fill in all fields as described above4. 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 |
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Responsibility area: N/A |
Table of contents
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Scope
ERPFrequency
References FormsGlobal Posting File - 1000 LinesAttachments<<
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1. Objective and Scope
1.1. Objective of this Operation
This procedure explains how to make an immediate correction on G/L accounts 6220003320 and 2454000011 regarding the retirement savings plan.
1.2. Scope
This procedure is applicable for US PF1 companies.
2. Definitions
See Finance Glossary.:
3. Tasks description
3.1. Responsibilities
SBS Responsibilities:
- SBS is responsible to handling and clears the account 6220003320.
3.2. Periodicity
401(k) is a retirement savings plan sponsored by an employer. It lets workers save and invest a piece of their paycheck before taxes are taken out. Taxes aren't paid until the money is withdrawn from the account.
For this task, you'll need to reclass the amounts from account 6220003320 to account 2454000011.
3.1. Responsible
- Accounting Platform
3.2. Periodicity
The procedure needs to be performed after all the payroll file for the month is posted in AODocsIt’s done monthly, until D-2.
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This procedure must be performed before US - Generate Expat Billings. |
3.3. I retrieve and upload the data
3.3.1. I retrieve the data
First, go to the folder US PAYROLL, make a copy of the previously file and rename with the currently month. Open the current file inside the Google sheet (without downloading the file).
Make sure to keep the tab of all, go to HR-Finance: Accounting aspects and download the excel file named "US_POSTING_YYYY_MM" (according to closing month) that will be the support documentation.
After downloading the excel, create a pivot table with the following instructions:
Selecting all information of spreadsheet and drag the fields as below:
" always updated. To do that, go to HR AODocs - Admin HR download the most currently file regarding your companies, copy and paste the information from column A to J into your template, then, copy the column regarding the task month on HR file (eg.: column N that refers to month 04, if you are making postings related to month 04) and paste into your template on column M.
Go to tab 401-K Employer Costs for US
In this tab, open the group regarding your company . You will see that the information that you need to make the post is ready. Just make a double check to see if the amounts are being transmitted for the tab as it should.
3.4. I compare the posting file amounts with SAP account amounts
Go to transaction FBL3N and open G/L 6220003320 as Go to transaction FBL3N and open G/L 6220003320 as “All items” with the closing month (e.g 01.0804.2019 2023 to 3130.0804.20192023).
The total value on the G/L 6220003320 must be the same on the pivot table, please have a look at the screenshot below.
The document type for payroll is H0 automatically postings, how we will make a manual entry we have to use H1.
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If you have in SAP a document type SWH1 (with something like "Manual Payroll posting" written in the text) that not being considered in the posting file, you have to consider it in the posting file as well. In this case, the value in account will be different of excel file, but the total of document type H0 MUST BE EQUAL OF EXCEL FILE.
open the document in SAP, identify with cost center it is impacting and add the amount in your posting file in the corresponding cost center. |
The reclassification must be done by costs centers (please find the posting file template).
To have the information by cost center, make a subtotal in the FBL3N:
3.5. I make the entry
In the posting file you need to post a credit (50) in the account 6220003320 using the cost center and a debit (40) in the account 2454000011.
The document type for payroll is H0 automatically postings, how we will make a manual entry we have to use H1.
To make the entry, go to transaction ZZF_POSTING_FILE on SAP, click on the button "Journal Entries Cockpit" and search for the template ID PAYROLLACP andSub ID 002 for your company.
Fill the information in SAP template as it is in your posting file and complete the entry.
3.6. I check the account in SAP after the entry made
After postings done, check if the account 6220003320 and the cost center centers are balanced in the system.
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The expenses on 4291 – G/L 2454000011, have to be reported on 4290 balance, for this reason to reclassify the items on G/L 6220003320 to 2454000011 on 4291 with document type H1 we need to post a cross document. |
3.3.2. I inform the CAM
3.7. I open a case on BMC Helix and inform the CAM
To register, open a case on BMC Helix and send to the CAM Send a case to the CAM with the document number generated.
End of document.
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