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

5. Add the link to attachments (to be stored in AODocs or GDrive) or external links  

1 Objective and Scope

Frequency : monthly

Company : all (EMEA, LAM, NAM, APAC and Non ERP)

System: WP1 and PF1

2 Reference Documents

PtP Channels - Corporate Purchases - International Mobility (IMY)

HTR procedure

3 Definitions

 Statement: periodic summary of expat  expenses 

4 Handling Statements

Statements are send every month to PTP Corp mailbox by BGRS contact ( Phyllis Gan - phyllis.gan@bgrs.com)

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

They are two types of statements:

  •  Fees

  • disbursements

4.1 - Fees

 Only one per month.

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

 Create a new cockpit with supplier 2824127 - BGRS GLOBAL UK LIMITED, LONDON and use purchase order 4512926318 (payment terms is calculated based on Purchase order).

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

4.1.1 - Interco statements

When the fees are book and pay we need to fill an interco document and send to Interco team. 

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

 

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

 When everything is filled to a pivot table

 

Select all data 

And chose 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 the amount is the same has the total amount of your fees invoice.

Now we just fill with interco table.

Send the file to internationalmobility.hr@solvay.com and sbs-deliveryww-rtr.bo.transv.interco@solvay.com 

4.2 - Disbursements

Scope:  PF1, WP1 and non ERP System.

Those documents need to be booked in 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 the excel that has the macro and the statement with the disbursement.

Click first in the boton "clear" and than in "BGSR". 

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 

When the statement is book, do not forget to deblock for payment and attached the statement and the posting file. Also check if payment terms are correct (Y025).

4.2.1- Non ERP system

The statement of this companies cannot be book by you, since you don't have access to their system.
So in case of non-ERP statements, send them to the responsible person that you can find on the Google Drive.
If  the contact is not in the file, please send an email to the CAM ( see in GAR file) of the company and update the file

In case of BAAN system send the statement directly to SBS RIGA 
AP Invoices <APinvoicesNA@solvay.com>,
Apinquiries Na <apinquiriesna@solvay.com>

 

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 - Wrong/missing cost center

When this happens do the following:

  • check the Activity Report, that is send every month by HTR to BGRS will the the cost centers of the expatriates  
  • if it is not in the activity report, go to PP2 system on profile 9710 and 27 on transaction PA20
  • in case of urgency contact HTR Team ( Ana Jacinto) and request help

5.2.2.2 - GL not open

If the GL is not open with a company code, request to RTR GL team to link them - RtR-DMR_Data_Management@solvay.com

5.2.2.3-  Payments APAC

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

If they are not deblock on time for the payment,  contact the team leader of Accounts Payable team from SBS Bangkok 

5.2.2.4 - Tax code 

For now the statements are booked with no tax code even if the statement mentioned one.

 

6 Extract images 

 All the invoices mentioned on the statement can be found in the BGRS website: wwl.reloaccess.com _ adrienn.torok@solvay.com / Tavasz2016

 

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

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

        

     3.Select ‘Document List’. 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.

 

 

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