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

    • 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. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 




Domain: Country Accounting



Responsibility area: N/A


Table of contents 

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



Scope

3. Remove the icon when not applicable


ERP

4. Remove the icon(s) when not applicable

(to be confirmed!)(error)

Frequency

5. Remove the icon(s) when not applicable

 (to be confirmed!)(error)

References

6. Add the link to SAP transaction(s) (when it exists)


Forms

7. Insert the links accordingly and change the link text with the OP name

AP Accruals US companies


Attachments



Previous OP << >> Next OP



1. Objective and Scope

1.1. Objective of this Operation

(To be completed!)(error)

1.2. Scope

This procedure is applicable for the following companies:

  • US
  • Extendable to any company that use the blanket PO and have a need to accrue these items


2. Definitions

See Finance Glossary:


3. Tasks description

3.1. Responsibilities

Local Responsibilities:

  • To mark in the file sent by SBS-PTP (change PTP)(error) the items to accrue and send to SBS-RTR (change RTR)(error);
  • To inform PTP & RTR (change PTP & RTR)(error) if any automatic rule to accrue, i.e. by amount, supplier or other condition.


SBS Responsibilities:

  • SBS-PTP (change PTP)(error): to export the data to accrue to the shared template and send for local validation under AP-LOP-US 20.03.09, US PTP (change PTP)(error) Accruals Extraction and Local Validation. When Local Team sends back the PTP (change PTP)(error) Accrual file, PTP (change PTP)(error)  has to double check the items in order to be sure that there is no posted invoice in the closing month to be accrued.


 SBS-RTR (change RTR)(error):

  • To upload the data to ERP PF1 based on local validation.

3.2. Periodicity

D+1 after local validation \ request submitted.

3.3. I retrieve and upload the data

Within PTP  (change PTP)(error) scope there are Purchase Orders known as "blanket PO's \ Value POs" where an accrual is not posted as for a normal, standard POs (applied for service scope). 

At month end, PTP (change PTP)(error) will extract all the open items in their scope following AP-LOP-US 20.03.09 and send to locals for validation, noting in an Excel template which items to accrue. 

This completed template file will be sent to SBS-RTR (change RTR)(error) via ticketing to post the ZZF Posting File in AP Accruals US companies.

3.3.1. I post the scheme and concept

The SBS-PTP (change PTP)(error) template is reviewed by local finance and an "x"inserted in column A for each item they wish to accrue: 

 


In the same line, the account assignment will already be pre-populated, based on the PO information:

 


The template file will automatically update for each line marked to accrue the item in the posting file: (to be completed? or full point?)(error)

3.3.1.1. I check all the invoices marked to be accrued

When the file is received from Local Team, RTR (change RTR)(error) has to forward this to PTP (change PTP)(error) Team in order for them to check if all the invoices marked to be accrued are not posted in the closing month. In case there are posted invoices in the closing month, they are removed from the accrual file. 

  • Doc type: S8
  • Posting date is the last day of closing month
  • Reversal date in next period is the first day of the following month


Posting Key

G/L account

Amount Doc cur

50

2729000000

Total of 6 Accounts*

40

6*************

Various items on each 6 account


This posting creates an accrual for the pending item in PTP (change PTP)(error) that should be taken in to account for the closing month.

3.4. SNA Specificity (please change this title to I "do" something)(error)

3.4.1. I retrieve the data

RTR (change RTR)(error) will receive the needed report by a ticket in sales force (change sales force)(error) from PTP (change PTP)(error) with the following description: 
"Outstanding Value POs for month-end accruals MM/YYYY"


  1. Open the attached file and in the sheet  fill the field  with the case number are in the file sent to RTR (change RTR)(error) and fill the field;

  2.  with last day of the closing month;

  3. The field  this will be the reversal date. accrual in the next month. Fill with first day of the next month.

** In case of doubt, read the instructions  at the end of sheet.


The information above will fill the posting file, as shown below: 



After completing the first sheet, will be necessary analyze the report and the amounts to be posted. 


Step 1) Amounts with order numbers Should Not be marked. Do not post.


Step 2) Check the gross amount on transaction /cockpit/1 and insert the Doc. no. (just some people have access to this transaction):

 

Run .

Enter into the document and check if the gross amount on "AP accrual" file is the same that the total amount on invoice image.
Find the amount and confirm the information. 

 


Is necessary to confirm if the amount was not posted yet on the last day of closure month in PO mentioned using the transaction ME23N: 

Press icon  and insert the PO number. Click ENTER.

 


In the Option ITEM click in .

 


Find the amount and confirm the information. 

 


If has not the amount on PO mentioned, you can accrual them. 
In case of doubts or difference, confirm with the Accounts Payable Departament. 


Step 3) Check if there is any blocked cost center in the file before post:
Use the transaction KS03: 

3.4.2. I perform the post

After checks insert an "x" in column A for each item that needs to be accured: 

 


The template will be automatically updated with the line marked (error), generating the posting file. 

 


For the items that weren't marked, will display the word "FALSE", delete this lines and Save  the file.


RTR (change RTR)(error) will process the upload file following instructions and send email to local finance informing the document number generated. 

3.5. Person to Contact (please change this title according to the methodology I "do" something, e.g. I inform/send ...)(error)

Company code

Contact Person

5782

 Maureen Carl / Patrick Mcnulty

4290/3384

 Andrea Worthing / Ross Dorsett / Leo Diaz

4045

 Terry McFarlane


End of document.