Table of Contents
,
1. CATS introduction
1.1. What is CATS
2. CATS Users
2.1. Creating subcontractor's users in CATS
2.2. Managing subcontractor users in CATS
3. CATS at the end of the month
3.1. Extract CADO file
3.2. Checking missing hours in the time sheets
3.3. Run CATA
3.4. Checking charged timesheets
4. Launching R&I invoicing
4.1. Launching green light to CIR cycle
4.2. Check CIR cycle
4.3. R&I invoicing.
CATS introduction
What is CATS
CATS is the SAP module for time sheets allocations. It works in a similar way to SAHS, since the basic information is the same.
CATS Users
Only the subcontractor's users will be created directly by the project controller in SAP. The rest of the users are created by HR once the onboarding process is done. All job position modification will be performed by HtR team in GBS.
The demand should arrive with a creation form attached. This form should be sent by the demander.
The creation form is the following:
Formulaire création matricule interim R&I.xlsx
Creating subcontractor's users in CATS
PA40 Transaction
Leave the field of personnel number in blank and put as date the first day of the month the subcontractor will start working in Syensqo.
Select the "Create 3rd Party Contractor" line and then click in the 
button.
Select the option FI in the "Reason for Action" field. Attention, once you select this option the field will remain in blank.
Select in:
-> Personnel area: For based contractors in Lyon (cost center starts by 7526-xxxx) use "F36D, in Paris use "F02E" (cost center starts by 7525-xxxx), in BET use "3551" (cost center starts by 6350-xxxx) and in BET use "8666" (cost center starts by 8682-xxxx).
-> Employee group: The selected field should always be "A" and for "Employee subgroup" should also always be "20".
After the filling of all fields, click in 
button to save all options.
In the next screen fill the "Subarea" field always with 0001 and in "Time" the assistant who will take care of the time sheets, normally is the same person who demands the subcontractor creation.
Click in button to save all options.
After saving the next screen will appear and on select the "No assignment" option and click in the 
button.
The next screen is to be filled with the name of the subcontractor, in the "Last name" field, also put the name of the company he belongs. Click in button to save all options.
Note: Since Birth date is now a mandatory filed and we do not have always this personal information, please use "01.01.1900" by default.
The last step is to put the "Sender cost center" and the "Activity type". This information should be available in the creation form.
Click in button to save all options.
Managing subcontractor users in CATS
PA30 Transaction
Some information is available for change. Open SAP transaction PA30 and insert the subcontractor number and press the enter key.
Select "Actions" line for changes and press the 
button to edit the profile.
With this selection there are any fields that can be changed. 
In case of transference of the subcontractor the button 
in the first screen. This will create the possibility to change the "Personnel area" from Lyon to Paris (transfer from Lyon to Paris). The created profile will save any changes made along the time. Also all other fields in the next options should be made.
Choosing the "Organizational Assignment" line, and clicking in the button will allow to change the time administrator.
In the advent of a transfer you can change all fields by choosing in the button in the first screen.
For changes in "Personal Data" select that line and click in the button. There the name can be changed.
Finally, to change the "Time Sheet Defaults", click in the button, becau the changes in this menu are result of transfer.
The new "Sender Cost Center" and "Activity Type" can be filled
Click in button to save all changes made.
CATS at the end of the month
At the end of the month, at D-2 in earlier in the morning, all time sheets updated in the month should be charged into SAP FI.
Extract CADO file
CADO Transaction
At the beginning of D-3 an extraction of the information in CADO should be done.
- For ZFR3 company
Click in 
button and choose the /ZFR3-CADO variant. This automatically will put all needed information in place.
The cost center chosen in this variant will cover the range between 7925-0000 and 7926-9999, and also the following cost centers. In case of new cost centers being used in CATS, please update this list and save the variant clicking in button.
Run the transaction, clicking in the 
button.
Download the report by clicking in the
- For 6350 company
Click in button and choose the /6350-CADO variant. This automatically will put all needed information in place.
Select "Spreadsheet" option.
Save the file in a folder of choice and name the file
Open the "CADO MM-2018" file, being MM the month to analyze. Paste all information, from the previous saved file, in the "CADO brut DD-MM-2018" sheet, being the DD the day and MM the month to be analyzed. 
Repeat the same step in the "CADO DD-MM-2018" sheet and copy the formulas in column A, B and T, into the new lines.
After copying all information update the pivot tables present in other sheets of the file.
Checking missing hours in the time sheets
In the sheet "Par Chercheurs et Assistantes", after updating the pivot table, missing hours can be checked.
In the current month of analysis, filter all blanks values, and after this step in the previous month select only the cells with values. This will give a list of people that have pointed hours in the previous month but not in the current month.
For example, in May select only the blank cells and in April only the cells with value and the result will be people that have pointed hours in April but not in May.
In the sheet "Par Chercheurs", the same filters can be applied. Also in this sheet a list of the missing hours is kept with the assistants SAP user name, the mail and the reason why there are no hours.
To find the mail of the assistants, a VLOOKUP formula can be done with the SAP user name and a table that can be found in "Liste assistantes Pointage CADO" sheet, with all information needed.
After this step is done, contact the assistants to understand why there are missing hours, and update the table with the reasons.
Run CATA
CATA Transaction
CATA is the SAP transaction that will transfer the values from the CATS module to the FI module in SAP. At D-2 in the morning, CATA program has to run.
- For ZFR3 company
In this transaction, for ZFR3 company, 4 different variants must be selected, by clicking in the 
button. 
- For 6350 company
In this transaction, for 6350 company, 1 variant must be selected, by clicking in the button. 
In each of these variants, both dates in "posting date" need to be changed to the last day of the month to be charged. Please note that the date range in Period needs to be changed every time the quarters start.
For example in 2020 Q2, for closing May, the period date should be 01.04.2020 to 31.05.2020.
Run the transaction, for every variant, clicking in the button with test run mode activated.
All errors must be analyzed and solved. If there are errors involving GEC WBS, please contact Christine Legrand. For errors in R&I WBS please contact the GBU of the WBS. The most usual errors are closed or blocked WBS.
After the errors, in all variants, are solved, run the same variants without the "Test run" mode activated. Download the two reports given in case of future control. The errors can be resolved in the next month, within the same quarter.
This will mean that SAP will transfer the hours into the WBS.
To download the report follow the next steps.
Select "Spreadsheet" option.
Save the file in a folder of choice and name the file
Checking charged timesheets
KSB1 Transaction
After charging all the time sheets, check the hours coming out of the sender cost centers, like in SAHS, the hours posted in CATS will leave the sender cost center to enter the destination WBS.
Enter in SAP transaction KSB1 and select the "KSB1-CATA VER" variant clicking in the button.
The same cost center range, selected in CADO transaction will be available with this variant. Update the "Posting date" every month.
Click in the button to run this transaction.
Compare the hours that will be given in KSB1, with the hours in the sheet "Par Typ Act saisie MM 2018 KSB1", being MM the month just charged.
In the activities with differences, check the cause of the difference. Normally its corrections done in hours posted in previous months. These corrections will appear with positive values.
If you don't find the difference, analyze the values from CADO and KSB1 by WBS element to find eventual difference.
Launching R&I invoicing
After the hours are charged and checked the process of R&I invoicing can start. The R&I invoicing has to be sent to the intercompany team at D-2 at 12H00 (at latest).
Launching green light to CIR cycle
After the hours are charged the project controller must send an E-mail to GBS interco RtR team (interco-GBS-rtr@Syensqo.com), so that can start the CIR cycle.
After some time the project controller should receive confirmation that the CIR cycle is complete.
Check CIR cycle
CJI3 Transaction
Only for 6350
CIR is a tax credit given by the French government to research programs. This will allow companies to receive a tax credit in some projects.
Open variant "CIR VERIF 6350"
All CIR related projects (projects started with R2.G*) will be checked.
Every WBS started with R2.G*, should have a line with the designation CIR R2G, this means that the CIR cycle was run in the WBS.
If the CIR cycle is complete for all R2G projects, the R&I invoicing can be asked.
R&I invoicing.
Transactions ZWFA106 and CJI3
After the CIR Cycle is complete the R&I invoicing can be demanded.
Enter ZWFA106 and run the following variants
Both variants should deliver a report similar with the following.
Before downloading the reports please make sure that every contract as the same unit price. For example contract 40011761 should be valued at 139.75€ per hour and contract 40018547 should be valued at 149.07€ per hour. The pricing of each contract should be defined at the beginning of each year. A ticket to interco should be demanded in order to change the pricing of contracts. Anne-Laure Gasnier should provide the contract pricing.
Check the WBS elements in SAP (CJI3) to be sure to have all costs to be invoiced. It is possible to have some cost elements missing in the ZWFA106 example travel & expenses : in which case, request to interco-GBS-rtr to add the cost element missing in the contract. Also keep in mind that the amounts in ZWFA106 and CJI3 will not be the same, because of different pricing. 
Extract the report, from ZWFA106, with the invoicing values. Also extract the error report into the same folder in order to analyze the errors.
Open the "2018 MM ZWFA106 sur R_I CD23" for the R&I invoicing, and the "2018 MM ZWFA106 sur GEC CD3C" for GEC, being MM the month to be invoiced.
Copy the information of the amount to be invoiced, into the "2018 MM ZWFA106 sur R&D CD23" for R&I and "2018 MM ZWFA106 sur GEC CD3" for the GEC amounts to invoice.
Into the "Info extract" sheet in each file, copy the contracts to be invoice below 1.500€ and the error report. Please, keep in mind that at the end of each quarter all contracts should be invoiced, even if they are below 1.500€.
After the files are updated, send both files (2018 MM ZWFA106 sur GEC CD3C and 2018 MM ZWFA106 sur R_I CD23) with the Service Invoice form to interco team, through a ticket.
Repeat the same steps for the Butachimie invoicing contract 40015690.