Tasks to be completed when creating an operating procedure (from creation to publication)

  1. Enter the Title of the procedure.

  2. Add the following Labels Labels: 

  3. Fill all fields as described

  4. Once the procedure is completed, publish it using the PtP Procure to Pay approval workflow

 

Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)


Scope

1. Remove the icon(s) when not applicable

2. Add countries when the procedure is for a specific country (optional)

ERP

3. Remove the icon(s) when not applicable

 

References

4. Add the link to SAP procedures (when it exists)

Attachments

https://drive.google.com/drive/folders/1Aw2sI1hua0gI6s8dUs0WvA4YjaYHNhup

1 Objective and Scope

Frequency : Monthly

Company : all (EMEA, LAM, NAM, APAC)

System: WP1, PF1, PE1 and Local non-ERP

2 Reference Documents

PtP Channels - Corporate Purchases - International Mobility (IMY)

HTR procedure

IFRS16 Scope and processing

3 Definitions

 Statement: periodic summary of expat expenses 

4 Handling Statements

Statements are sent every month to ptp.corp@solvay.com mailbox by BGRS (bgrs.billing@bgrs.com).

Each statement is addressed to a different company code from all over the world and refers to an invoice of an expatriate.

We receive two types of documents:

  • Fees

  • Disbursements

4.1 - Fees

Only one per month.

These are booked in PF1 system on company code 0001 -  Solvay S.A.

Create a new cockpit (ZKF_EIC_COCKPIT_CRT) under supplier 2824127 - BGRS GLOBAL UK LIMITED, LONDON and use purchase order 4513277084 (payment terms are calculated based on Purchase order).

The purchase order does not need Good Receipt (Value PO), but in case of a new one or any other issue contact internationalmobility.hr@solvay.com.

Postings team is responsible for booking this document.

4.1.1 - Interco statements

When the fees are booked and paid we need to start Intercompany process.

Go to tab detail of the fees invoice and filter the column "GBU Function". Select only the blank ones.

 

Send that extraction of blank GBU's to International mobility mailbox. In order to do this procedure this column has to be filled.

When everything is filled create a pivot table by "GBU Function" and "Total Expense Amount".

 

Select all data and choose GBU function for the row label and the total expense amount for the values area.

You will have a board like the one below:

Check if "Grand Total" amount is the same as the total amount of the fees invoiced.

Send the file to internationalmobility.hr@solvay.com and interco-sbs-rtr@solvay.com (the email subject should start with the BFC code, in this case 00001_BGRS Fees_"Month").

4.2 - Disbursements

These documents need to be booked by posting file using the macro created to this process.

Most of the statements come with errors, the common one's are:

  • missing cost center
  • wrong cost center

Open only the excel that has the macro and the statement with the disbursement note.

Click first in the button "Clear" and then "BGRS". 

This will create a new document, a posting file, already filled with all the information that is in the statement.


Verify the statement for errors and upload the file in transaction ZZF_POSTING_FILE_AP and run (F8).

When the statement is booked, do not forget to unblock for payment and attach the statement (pdf.) and the posting file. Also check if payment terms are correct (Y025).

4.2.1 Non ERP system

The statement for these companies cannot be booked by the same method.
Send an email to the CAM (see in GAR file) of the company with the documents in attachment so it can be booked and paid locally.

In case of BAAN system send the statements directly to SBS RIGA.
AP Invoices Europe: <APinvoicesEU@solvay.com> and <APinquiriesEU@solvay.com>
AP Invoices North America: <APinvoicesNA@solvay.com> and <APinquiriesNA@solvay.com>

4.2.2 IFRS16

Only corporate apartments (contract between Solvay and landlord) are eligible for IFRS16 scope. BGRS in accountable to send a separate disbursement for apartments under scope.

These documents are processed similarly to the disbursements notes, but should be booked on accounts 56030120 (WP1) and 5112100040 (PF1) and have the respective contract associated.

Contract number can be checked on Master File, updated by PSL Leasing team and FSL Leasing team. AP is accountable to inform PSL about discrepancies between contract and billing.

Documents will have an automatic block (4) further analysed IFRS16 Reconcialiations team.

5 Common issues

Be careful, BGRS base their statements on the website profile create for the expatriate.

So if the the statement has an errors, inform the supplier in order to receive the future statements correctly.

5.2.2.1 - Cost centers

International mobililty provides BGRS the information about company  and cost-center to be billed.

This report will also be sent monthly to ptp.corp@solvay.com by HR. If there is a case of cross company check information provided by IMY and in case it is necessary request BGRS a reissue.

5.2.2.2-  India payments

When booking APAC companies check if they don't stay with block U for a long period of time.

An agreement between BGRS and Indian entities must be settled so the payments can be processed.

5.2.2.3-  China statements

China companies are out of contract. Every statement issued by BGRS to an entity from China should be rejected and requested to be addressed to the home entity (with the respective cost center)

5.2.2.4- Brazil statements

Statements received for Brazilian entities should be sent to Curitiba for local processing.

5.2.2.5 - Tax code

Statements are booked with no tax code even if the statement mentioned one.

Some GL's request tax code in order to be booked, for this situation contact RtR - VAT & Indirect Tax Team Leader.

5.2.2.6 - Document type

In WP1 the macro applies document type ST.

In PF1 the macro applies document type S6, however for some entities the documents are not assigned for payment with this document type, in this case use R1.

5.2.2.7 - Domestic transfers

Any mobility movement done within the same country are excluded from BGRS contract. Reject all statements that cover this type of expenses.

6 Extract images 

 All the invoices mentioned on the statement can be found in the BGRS website: wwl.reloaccess.com (user: adrienn.torok@solvay.com / Solvay2019BGRS)

 

  1. Select ‘Transferees and Assignees’ at the top of the page.


  2. Indicate BGRS file number for the assignee, then click Search.

        

     3.Select ‘View Documents’. A list of backup documents should appear for the assignee file

         


    4. If it is for a specific PO number, indicate the PO number which you can obtain from the invoices sent, then click on Search.

        

 


 Note that not all images available on BGRS website are addressed to a Solvay company. Some expenses like school tuition fees are in the name of the expatriate.

 

  If you don’t find them request to our BGRS contact. An encrypted email will be send (Password: BGRS@Solvay2018)