Tasks to be completed when documenting an operation (from creation to publication)

1. Enter the Title of the operation / page

2. Add the following Labels:

    • Scope of applicability: ww, country_accounting

    • Country or group of countries (if applicable): belux, china, france, italy, lam, nam,uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore, new_zealand, emea_transversal, apac_transversal

    • Unit and Domain according to the List of labels to be used in the Finance Service Line space

      • E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
        • Labels to be used: ww, financial_accounting, central_fin_proc_compliance

      • E.g. 2: France Operation in Financial Accounting:
        • Labels to be used: country_accounting, france, financial_accounting
          (for country operations, the Domain is always country_accounting)

3. Fill in all fields as described above

4. 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

Domain: Treasury Accounting

Responsibility area: Ensure the closure of the financial accounts and cost accounting.

Table of contents 


Scope

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ERP

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<< I perform the closure of the financial accounts and close the cost accounting. >>



1. Objective and Scope

1.1. Objective of this Operation


The purpose of this document is to describe the running of CO during month closing in PI2. This process is required on a monthly basis between DAY+3 after all entries with cost accounting module are finished. 



1.2. Scope


This operating procedure (OP) applies to PI2 system for all companies which have a cost accounting model


2. Definitions

See Finance Glossary:

  • ...


3. Tasks description

To complete the month end tasks it is necessary to correctly allocate all entries in the cost accounting module to the correct heading / cost.


3.1. I ensure that only the current period and the following 11 months are open.

Go to transaction OB52 and include the posting period variant '2232' to check 2232 accounts and '4044' to check 4044 accounts to verify if the current accounting period is open.


Make sure that the column  'From Per.1'  have the month that is being closed and the column 'To Per.1' is relative to 11 months after.

In the example above the period is open for posting from November 2024 (11.2024) to October 2025, (10.2025).


After the closure process, to close the accounting period, column 'From Per.1' needs to be updated to the following month.

Following the example above after the closure, we will from include 11 (November) 2024 to 10 (October) 2025. 


3.2. I use transaction OKP1 and check the CO Periods

First step is to check the CO periods, so go to OKP1 and check if the period is open.

Include the controlling area as 'FINI' and the current year, then click in the 'Actual' button


Verify if the period that it is being closed is open (The boxes are blank)

3.3. I run the Cost Accounting in FCC

Using the treasury task list for Treasury from D+2 run the Remote Jobs for 2232 and 4044 as below:



To run the job, click on the line with the right button and select "Schedule tasks using time dialog"



After that, confirm in the green button: 



Verify if the job was correctly executed through transaction SM37 in PI2 or wait to the green light to appear in FCC:



NOTE: Bellow we can find the manual steps related to the jobs running in FCC.

If the jobs didn't run automatically, the following manual steps should be performed:


Assessment cycle 2232 and 4044:


It’s is necessary to run KSU5 (Controlling Area: FINI) with variant (to choose the variants click on Extras --» Variant --» Get):

  • 2232 ASSES CAM and you will retrieve the following cycles (verify that the Start date is correct):




  • 4044 ASSESS and you will retrieve the following cycles (verify that the Start date is correct):


Distribution cycle 4044:

It’s is necessary to run KSV5 with variant (to choose the variants click on Extras --» Variant --» Get):

  • 4044 DIST and you will retrieve the following cycles (verify that the Start date is correct):


4044 KALC Reconciliation Ledger

It is necessary to ensure the transaction KALC is fully executed for 4044

Please perform in test to see all possible errors (major accounts closed)



3.4. I prepare the month-end control files, sign and send to the CAMS.

3.4.1. I check the cost center

Before extract the BFC data we need to make sure that all organizational cost centers are balanced to zero (all amount allocated to Reporting cost centers).

Use transaction S_ALR_87013612 and choose FINI as controlling area, adapt the fiscal year, the period and the company code:



On this step, make sure that the operational cost centers below are at zero balance:


2232:  

6V16200300 Non Function

4044:

U416300000  U416300000
U4163AF000  Audit Fees
U4187GS0XX  Group servic
U4187INV63  Intragroup s


3.4.2. I do the control file

We must store an evidence file for the CAM, showing that the cost centers were balanced at the closure.

It is possible to use as reference the files included in the LUCAP: \\lucapfs01sco.oxo.priv1\LUCAP-USERS\TREASURY ACCOUNTING\MONTH END CLOSING\2022\07.2022



It is necessary to include the print screen of transaction S_ALR_87013612 showing that the organizational cost centers are balanced to zero and the evidence that the control amount in GR55 is aligned with net result.


In GR55 use the parameters below, adjusting the period and company code:


Verify if the amount in Net result line is the same as the Control line:


NOTE: If these two lines doesn't have equal amounts, probably one account listed in the control part of GR55 is not linked with a heading and all accounts must have this link.

Verify which account is missing the link, check with the Accounting Report Team and the CAM of the company to which heading the account should be included and request DMR team to update the account link to respective heading.



The file will be like this:



Save the file in Lucap Drive for the respective CAM verification.

End of document.