When a GBU / function is changing its organization, it often comes with an update of cost centers master data impacting all processes using the cost center (Payroll, T&E, Purchase Orders etc.)
In this procedure you can find a list of things to be done to ensure the implementation of the new organisation goes well.
1 - Update cost centers master data (creation / lock / modification)
If you don't need to create new ZCBS groups & new positions, you can go directly to the 1.3.
1.1 - Request the update of the cost centers groups (ZCBS)
The ZCBS groups are used in the BW fixed costs reports: BW RTR - GBU Fixed costs & CBS - Function costs.
The modification or creation of new groups in the ZCBS hierarchy can be ask by a function or GBU controller.
The update of the ZCBS hierarchy must be ask using the workflow in PRS_50
Select the category "Miscellaneous request" and attach an excel file highlighting the change you need.
Related contents
1.2 - Request the update of the SRM7 financial matrix
When the organization is changing, you may need to ask for the update of the SRM7 matrix
=> You can download the last version of the matrix using the procedure : SRM7 financial matrix
Follow the guidelines in the presentation below (Make sure you authorized access to Google Drive to see the presentation)
1.3 - Request the update or the creation of cost centers
Once new ZCBS groups & SRM7 positions are created (when applicable) you can ask for the creation / update of cost centers using the workflow in PRS_50 and follow the procedure I request the creation of a new cost center.
Reminder - Year-end
In order to implement the new business structure for a new year without impacting the year-end closing, the cost centers data are no longer updated in BW from mid-december to mid-january
If a cost center is updated during the frozen period, it be reflected after mid-january. You should receive a communication with the precise dates for the current year. If you didn't receive the communication, you can look at ISSP - news.
2 - How to request the update of cost centers in:
2.1 - Payroll
Once your cost center are created, you can ask for the update of the payroll in freshdesk
Select "Submit a request" => "HtR Request"
Select the process "Personal Data" and subprocess "Change Personal Data"
2.2 - Travel & Expenses
2.3 - Car rental
Contact by email the country Fleet Managers:
| Country | Contact |
|---|---|
| France | Virginie Guignard |
| Belgium | The content of this macro can only be viewed by users who have logged in. |
| Portugal | The content of this macro can only be viewed by users who have logged in. |
2.4 - Purchase orders
The controlling team needs to send the list of cost centers to be used to the requesters.
2.5 - Intercompany
List of contacts by Region (in 2018)
| Region | Contact |
|---|---|
| EMEA | The content of this macro can only be viewed by users who have logged in. |
| North America | Karine Silva |
| APAC | The content of this macro can only be viewed by users who have logged in. |
2.6 - Fixed assets
If the cost center needs to be updated, you can create a ticket freshdesk
Select "Submit a request" => "RtR Request"
Select the process "RtR" and subprocess "AA"
3 - Tips & Advice
Anticipate your requests
- Creation of cost centers is a priority
- At the end of the year the update of cost centers hierarchy is usually done during the BW freeze
Get the list of all your cost centers master data (for GBU)
- There is a workbook in BW you can use to get the list of the master data: FC - Cost center master data
Support
- If something is missing or not clear in this procedure, you can comment at the bottom of this page and we will update the procedure taking into account your comment
- If you need support you can ask your contact in the service unit Management Accounting