HideElements
title true

Page_title

...

SP Vertical nav group

outline	true
color	blue#B3D4FF

SP Vertical nav item

anchor	1158773252
name	Titles1. Title convention

Title

of procedures

Convention

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

Learn more about:

Table of Content Zone

location	top
style	circle

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”

"do" something.

Examples:

I create … / I perform the posting /

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 ...

SP Vertical nav item

anchor	1303871796
name	2. Create a procedure

Create a procedure

There are two templates in confluence:

One for WW and Country Accounting procedures
Other for SAP Transaction

Each page must be placed in a specific folder.

Learn more about:

Table of Content Zone

location	top
style	circle

Where to create a procedure

Each page must be placed in a specific folder.

Image Added

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.

Image Added

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.

Image Added

SAP Transaction

This scope includes:

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

Image Added

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

Image Added

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.

Image Added

Template remarks

Consider these template remarks when creating a new procedure.

Expand

title	Domain and Responsibility Area

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

Expand

title	Right Panel

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

Image Added

Expand

title	Forms 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:

Image Added

Expand

title	Table of Contents and Heading Level

The formatting of sections are defined as the image below.

Image Added

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.

Image Added

Expand

title	Definitions

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).

Image Added

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).

Image Added

SP Vertical nav item

anchor	1359403754
name	3. Move/Reorder a procedure

Move/Reorder a procedure

Learn more about:

Table of Content Zone

location	top
style	circle

How to move a procedure

Go to the menu and press Image Added

Click on Move.

Image Added

You have four different options in the lateral menu:

Expand

title	Basic 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

Image Added

Expand

title	Search 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

Image Added

Then select the page.

And press Image Added

Image Added

Expand

title	Search on recently viewed

This option only shows the recently viewed pages.

After selecting the parent page press Image Added

Image Added

Expand

title	Search 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

Image Added

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

Image Added

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.

Image Added

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

Image Added

SP Vertical nav item

anchor	1444524773
name	4. Add/Change labels

Add/change labels

Learn more about:

Table of Content Zone

location	top
style	circle

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

title	Country 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 applicability

Labels to use

Worldwide

ww

Country Accounting 
(select according with the applicable country or group of countries)

Expand

title	EMEA

belux
bulgaria
dach
finland
france
iberia
italy
netherlands
poland
uk_ie

emea_transversal

Expand

title	APAC

australia
china
india
japan
south_korea
thailand

apac_transversal

Expand

title	LAM & NAM

lam
nam

Label convention for SAP transactions

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

Type of page

Type of page Labels to use
SAP Transaction Codes sap_transaction
SAP Messages sap_messages
SAP Reports sap_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

Image Added

2. In the edition mode

Note

title	Note

Use the first option if the page is published.

In the edition mode press Image Added

Image Added

Write down the label and press Add.

Add all necessary labels and when finished press Close.

Image Added

SP Vertical nav item

anchor	1068194806
name	5. Insert files and images

Insert files and images

Learn more about:

Table of Content Zone

location	top
style	circle

Important remarks

Warning

title	Images 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.

Image Added

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

Image Added

How to insert files/images

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

Then select Image Added

Image Added

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.

Image Added

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).

Image Added

In the case of a file:

Image Added

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.

Image Added

SP Vertical nav item

anchor	401092584
name	6. Insert a link

Insert a link

Learn more about:

Table of Content Zone

location	top
style	circle

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).

Image Added

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

Expand

title	Link 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.

Image Added

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

Image Added

Expand

title	Recently 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.

Image Added

Expand

title	Link 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

Image Added

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

Expand

title	Paste a link

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

Paste your link in the box Link.

Click on Image Added.

Image Added

Expand

title	Link 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.

Image Added

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

Image Added

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.

Image Added

SP Vertical nav item

anchor	1805016431
name	7. Insert a macro

Insert a macro

Learn more about:

Table of Content Zone

location	top
style	circle

Macros in Confluence

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

Check more details here.

Info

title	Some useful macros

Examples:

How to insert a macro

E.g. Warning box.

Click on Image Added

Select Other macros.

Image Added

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:

Image Added

Info

title	Tip

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

Image Added

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.

Image Added

SP Vertical nav item

anchor	394947752
name	8. Add/Edit a term in Finance Glossary

Add/Edit a term in Finance Glossary

Learn more about:

Table of Content Zone

location	top
style	circle

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.

Image Added

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

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

Image Added

Info

title	Tip

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

Image Added

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

Image Added

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

Image Added

Fill in the fields:

Title	Enter a term, e.g. CAM
Definition	Enter term definition, e.g. for CAM we can write Acronym of Company Accounting Manager
Labels	Leave it blank
Synonym(s)	Optional
Abbreviation(s)	Optional

Then press Add term.

Image Added

How to edit a term in Finance Glossary

Select the letter with which your term begins.

Click on Image Added

Image Added

Find the term that you want to edit.

You can edit the definition of the term directly.

Image Added

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

Image Added

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.

Image Added

Finally click on Image Added.

Note

title	Submit for approval

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

Image Added

SP Vertical nav item

anchor	1200838312
name	9. Share a procedure

Share a procedure

Learn more about:

Table of Content Zone

location	top
style	circle

How to share a procedure

Note

title	Sharing

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

Image Added

2. Share directly from confluence

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

Include a message (optional).

Click on Share.

Image Added

SP Vertical nav item

anchor	405062435
name	10. Notify watchers

Notify watchers

Learn more about:

Table of Content Zone

location	top
style	circle

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).

Image Added

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

Image Added

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.

Image Added

SP Vertical nav item

anchor	1891977722
name	11. Draft to Published

Draft to Published

Learn more about:

Table of Content Zone

location	top
style	circle

SP Vertical nav item

anchor	209398104
name	Draft 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

title	Approvers 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.

Image Added

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).

Image Added

How to unassign a reviewer

Go to your page.

Click on Image Added and then click on Image Added.

Image Added

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

Image Added

Then the option to unassign appears.

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

Image Added

How to approve

Go to the page that you have to approve.

Click on Image Added and then click on Approve.

Image Added

Info

title	Tip

An user can check which pages have to approve.

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

Image Added

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

Image Added

SP Vertical nav item

anchor	323029553
name	Useful links

Useful links

Image Removed

Space shortcuts

Page tree

Page History

Versions Compared

Old Version 7

New Version Current

Key

HideElementstitletrue

Title

Convention

Procedures' title

Tasks and Steps' title

Create a procedure

Where to create a procedure

Worldwide

Country Accounting

SAP Transaction

How to create a procedure

Template remarks

Move/Reorder a procedure

How to move a procedure

How to reorder pages

Add/change labels

Label convention for WW/Country Accounting procedures

Label convention for SAP transactions

How to add/change labels

Insert files and images

Important remarks

How to check attachments

How to insert files/images

How to edit files/images

Insert a link

How to insert a link

How to edit a link or unlink

Insert a macro

Macros in Confluence

How to insert a macro

How to edit a macro

Add/Edit a term in Finance Glossary

Finance Glossary

How to add a term in Finance Glossary

How to edit a term in Finance Glossary

Share a procedure

How to share a procedure

Notify watchers

Follow a confluence page

Notify watchers

Draft to Published

Who can approve a page

How to submit for approval

How to unassign a reviewer

How to approve

Useful links

HideElements
title true