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


Frequency

5. Remove the icon(s) when not applicable

 


References

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

BL3N; FBL3N


Forms

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

BE - Pension Fund Debit Notes Cadres

BE - Pension Fund Debit Notes EEO


Attachments



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1. Objective and Scope

1.1. Objective of this Operation

The purpose of this document is to to explain how to perform the posting of pension fund payment to Solvay Group employees "CADRES" and "EMPLOYES ET OUVRIERS" (EEO) related to debit notes.

1.2. Scope

This procedure applies to all Belgium companies.


2. Definitions

See Finance Glossary:


3. Tasks description

3.1. Responsibilities

Responsibility of SBS RtR BO (change RtR BO)(error):

  • Perform the split and the posting of debit notes;
  • Check the posting consistency.

3.2. Background

The posting of pension fund debit notes has to be performed on a monthly basis, after the reception of 2 files: Cadres and EEO by TOWA (in general around 20th of the next month). 

All files received needs to be approved before posting, by HR team: Stephanie Donneux, Françoise Larcin or Barbara Sine.


  • TOWA send the file with the amounts concerning pension funds to Cy 0001.

  • Then, Cy 0001 will re-invoice the pension funds to the other companies.

  • Re-invoice will be divided in several postings according:

 The nature of employees: Cadres or EO. 
 The cost center allocated.


  • For CADRES, the posting of debit notes generates:

 A debit of account 6220033200 (Pension fund-managers)
 A credit of account 2456003251 (Pension fund-managers, employer allowance).


  • For EEO, the posting of debit notes generates:

 A debit of account 6220030300 (Pension fund-employees) 
 A credit of account 2456003253 (Pension fund- employees). 


  • For re-invoicing costs from 0001 to Cies out of ERP, we will debit the account 7050010000 instead of account 622*.
  • For these allocations, we use the account 705001000 and the respective order of each Cy: 07016PERXXXX, where the last four digits corresponds to the CY code that will receive the cost.
  • A profit account is used in order to not mix costs of company 0001 with costs incurred for others (and maybe show those as profit for reporting purposes).


3.3. I perform the posting of debit notes for CADRES

Each month, save all documents received from TOWA (AND validated by HR team – simply ask to Stephanie Donneux if figures sent by TOWA are correct) regarding pension fund for Cadres. Copy paste special values the entire sheet received from HR into sheet "original HR" in file LOP BE PENSION FUND - Debit notes. (link to the file, write it down in the forms block)(error)
In sheet "original HR" in column of "Societe" and in column "costcenter" all cell must be converter into numbers:


Click on button "Check & Post" in sheet "database" and everything is done automatically:

 


The macro is making several steps at the same time:

3.3.1. I check the posting for debit notes of CC 9999999999

In sheet "check M-1" check the total amount equal to SAP posting of last month in account 2456003251 (in this sheet it was filter all lines with CC 9999999999):

 

BL3N to check (Pension fund-managers, employer allowance), corresponding to sum calculated before account 2456003251 in company 0001 in open items: 

3.3.2. I perform the posting of current month CC 8888888888

In sheet "original HR 8" there is made a short of all Cost Centers 8888888888 to help the preparation of the posting file in sheet "ZZF_Posting_file 8". 
The total amount of lines with cost centers 8888888888 in sheet "original HR 8" must be equal to amount in account 2456003251 in sheet "ZZF_Posting_file 8". 

 

 


Make the ZZF POSTING File from these data:

  1. Reference: Update with the sales force case number (the one of HR team)
  2. G/L account-Debit
    • Post the debit of all lines copied, use the account 7050010000
    • Use account 2456003252 for amount concerning Cy 0001
    • For "ZZZZ" line, use the account 6200050000 and the CC SM16400090
  3. G/L account-Credit
    • Post the credit on account 2456003251 of total amount and update the date in related Text.


Post the ZZF posting file and don't forget to attach all the document justification: Calculation, PDF and ZIP files.

3.3.3. I perform the posting for current month – remaining amounts

In sheet "original HR R" all the costs centers excluding the 99* and 88* will generate a second posting for the current month. 
The total amount of lines without cost centers 99* and 88* in sheet "original HR R" must be equal to amount in account 2456003251 in sheet "ZZF_Posting_file Remaining". 

 


The only operation that must be done manually is in sheet "ZZF_Posting_file Remaining" is the replacement of cells in RED:

  • Replace CC 7777777777 by SM800R6200 for Cy 0001
  • Replace CC 7777777777 by C4800R6351 for Cy 0292
  • Replace CC 7777777777 by IS862R2900 for Cy 5697


 


Make the ZZF POSTING File 
G/L account: Copy/paste text of column F

    • Post the debit of all lines copied on the account 6220033200 for lines with Cost Center, and on the account 7050010000 for CO Order
    • Post the credit on account 2456003251 of total amount and update the date in related Text.


Please update the assignment and text for credit line (With the previous month).


Post the ZZF posting file and don't forget to attach all the document justification: Calculation, PDF and ZIP files.

3.4. I perform the posting of debit notes for EEO

Each month, save all documents received from TOWA (AND validated by HR team –simply ask to Stephanie Donneux if figures sent by TOWA are correct) regarding pension fund for EEO. Copy paste special values the entire sheet received from HR into sheet "original HR" in file LOP BE PENSION FUND – Debit Notes EEO (link to the file, write it down in the forms block)(error)
Click on button "Check & Post" in sheet "database" and everything is done automatically: 

 


The macro is making several steps at the same time:

3.4.1. I check the posting for debit notes of CC 9999999999

In sheet "check M-1" check the total amount equal to SAP posting of last month in account 2456003253 (in this sheet it was filter all lines with CC 9999999999):

 


FBL3N to check (Pension fund-employees), corresponding to sum calculated before account 2456003253 in company 0001, with selection open items:

3.4.2. I perform the posting of current month

In sheet "original HR 2" all the costs centers excluding the 99* will generate a posting for the current month. 
The total amount of lines without cost centers 99 in sheet "original HR 2" must be equal to amount in account 2456003253 in sheet "ZZF_Posting_file". 

 

 


Make the ZZF POSTING File.
G/L account: Copy/paste text of column F:

  • Post the debit of all lines copied on the account 6220030300 for lines with Cost Center, and on the account 7050010000 for CO Order
  • Post the credit on account 2456003253 of total amount and update the date in related Text.


Please update the assignment and text for credit line (With the previous month).


Post the ZZF posting file and don't forget to attach all the document justification: Calculation, PDF and ZIP files. 

3.5. I inform the HR local team 

Inform HR local team that debit notes of pension fund for CADRES and EEO were calculated and posted in all BE companies.


End of document.