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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 |
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Access the Internal control - Equity in Google Drive, create a new file and name with the new month.
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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
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” (See how to configure here).
Status colour Blue title STEP 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 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 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 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 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.
> For company 5785 the CAM sent to us monthly a file with the justificative for the differences, past the values in tab RU Company 5785.
Status colour Blue title STEP 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.
