1. OBJECTIVE AND SCOPE

1.1 Objective of this Procedure

This procedure describes the process of Package Generation and the further actions required.

This process is applicable for the categories: ACTUAL2 and ACTUAL3, for the monthly and quarterly basis.

* To create and maintain the ACTUAL0 category, it should be followed the process ACTUAL0 Category in BFC Syensqo:

**To create and maintain the ACTUAL1-TAX category, it should be followed the process Tax Reporting in BFC Syensqo:

1.2 Scope

This procedure applies to the BFC Administration team.

2. REFERENCE DOCUMENTS

ACTUAL0 Category in BFC SYENSQO

Companies management (GAR List and BFC) in SYENSQO

Users access Management in BFC SYENSQO

3. DEFINITIONS

BFC - Business Financial Consolidation (Syensqo's Group Consolidation Tool)

BFC-Admin - BFC Administration Team (Team in charge for the Administration of the BFC)

GAR Syensqo - Group Accounting Reporting Team

CAM Syensqo - Company Accounting Manager

4. SUMMARY

4.1 Principle and Context

The packages are used in BFC to report the Accounting figures. There are some categories to collect different type of information as:

• ACTUAL0 - Category with Shareholding data, information on Non Consolidated companies and CBCR (Country By Country Report)
• ACTUAL1-TAX - Category with Tax reporting data
• ACTUAL2 - Category with IFRS Financial Statements data (per legal company and per Business)
• ACTUAL3 - Category with Annual report disclosures data

4.2 Responsibilities

The BFC-Admin team is responsible to manage the opening of reporting cycles as well as associated tasks and support during the closing.

When there is any operation in the Solvay's structure, namely end of a company or a new company, the GAR Syensqo Team is responsible to confirm it.

4.3 Overview

The following picture illustrates the process to manage the packages during the closure. Example based on ACTUAL2 category.

The dates on which packages must be generated are determined at the beginning of each year based on the following rules: 

• ACTUAL2/3 on WD-2;

• ACTUAL1-TAX on WD-9.

Link to BFC Admin calendar folder :

• As soon as the SYENSQO Finance Closing Calendar has been published in Aodocs, the BFC Admin Calendar must be revised to ensure they are both aligned. Refer to procedure  Switch to NewYear - 2.2 BFC Administration calendar

 FINA

5. REPORTING SETUP

The reporting framework is defined in the Reporting Organizer and RU Organizer modules. In these modules it can be defined:

• Which reporting units should send packages and when.
  • This consists of establishing a work schedule (start and end dates for sending packages), in the Reporting Organizer, and a list of the reporting units sending the packages, in the RU Organizer.
• Define the data entry environment.
  • Define the data entry schedules, opening balances, processing operations, controls and restrictions.
• Manage how opening packages are generated.
  • Once the both modules are completed the packages have to be transferred to the Package Manager, module which allows to follow-up the Package status, from its creation until its publication and integration.

5.1 REPORTING SETUP - Reporting Organizer

In the following table (Reporting Set-up) link here is defined the Category Scenario/Builder, Folders, Set of Controls and Set of package rules.

It is to be observed that Folders and Set of Controls to be used for each reporting category differ depending on the consolidation method and also, in the case of the ACT2 category, on the reporting period (monthly, quarterly, Hard close or Year end).

 The packages are created directly in the BFC Production database.

Within the Operation domain select the module Reporting Organizer.

In the field Select reporting IDs it has to be entered the Reporting Category and Period, example: ACTUAL2 - 2020.09

An option to create the Reporting for a new period is through the option Saving As based in the last version available.

In this procedure it will be created the ACTUAL2 category for the period 2024.10, so the Reporting ID to be entered as reference is ACTUAL2 - 2024.09

Note 1: don't forget to define the Deadline for publishing the package, that is, the date when the package should theoretically be published. After this date, the package will be considered as being late.

Advance publications NOT authorized means packages cannot be published before the deadline, if they have not reached the required control level.

Note 2: Don´t forget to check the options for Automatic Integration. 

Automatic integration after publication integration means packages will be integrated automatically (= pushed into the next consolidation run, without any need for manual integration from BFC Admin team) as soon as published whatever the publication mode (standard mode, by special permission or advance mode).

 Afterwards you will have the Reporting for the period informed.

Open it, and within the menu option File select the option Save As.

 The General tab defines the general properties of the reporting ID.

Input the information for the period that is being created.

 The Definition tab indicates the reporting status. You can also specify the associated category scenario and the start and end dates for the reporting.

Enter the following information:

• Version: value defined in the Reporting Set Up
• Start & End Date: You can specify the scheduled start and end dates. The reporting status depends on these dates. Enter a large range, example: January 1st of current year to January 31st next year.

 The Package tab defines the settings of the data entry environment for the packages.

The fields in this tab have to be filled according to the definitions for each category.

• Windows and Internet folder: documents which will be dedicated to package data entry via Windows or web modes.
• Internet-specific folder: documents which will be dedicated to package data entry via web mode.
• Set-of controls: set of controls used to check the packages.
• Control level to be reached: special attention, because if any the previous field is changed this one is deleted, always ensure it is fulfilled properly.

• Blocking - Flag the option Blocking
• Apply to central manual journal entries as well - this option MUST not be flagged : list of controls applicable to a reporting is managed through the set of controls, not with this option

• Lock on publication: Ensures that no further changes can be made to the package once it has been published. Only packages published on Standard Mode can be locked.
• Opening balance Data:
  • Category: ACTUALx.
  • Data entry period: 20YY.12 - source period from where the opening balances are retrieved. Always December of previous year.
  • Scope: SYENSQO
  • Variant: 2 - This information is related to the set of consolidation rules, in this instance is the variant 2, which considers the IFRS Norms.

• In the following table (Reporting Set-up) are defined the Folder and Set of Controls to be used for each type of company in each Category
  • value defined in the Reporting Set Up

• The Restrictions tab defines the data entry restrictions which are applied when the data is entered.
  • The following flows have to be selected for each category:
• 
•  

• The Operation tab defines the settings for publishing the package. 
  • The Deadline has to be informed according to date defined in the calendar available in the AGAR AODOCs.
  • * If the packages has already been created and in the meantime until its deadline there is change in Brussels time due to Daylight Saving Time, double check if the deadline set was not changed.

• The Translation tab translates the object descriptions according to the select the language. 
  • Both French and English should be informed: Legal consolidation - YYYY.MM.

•  Save it.

5.2 REPORTING SETUP - RU Organizer

RU Organizer is the module where the companies to be reported are defined.

The following steps describes how to add the companies though the copy of the previous category reported.

• Select the last Reporting ID available, in this example ACTUAL2 - 2024.09
• Select all packages (Ctrl+A) and copy them (select the Copy icon or Ctrl+C).

•  Change the Reporting ID to the one that is being created, in this example ACTUAL2 - 2024.10

• Paste the selected packages (select the Paste icon or Ctrl+V).

Then the packages will be available in the current Reporting ID. However, note that their status in the column Package Status is  The packages have not been generated, meaning that the packages are not yet available in the Package Manager module.

Before generating the packages, some changes and consistency checks must be done:

1) Check if there are companies to be added or deleted.

It is necessary to check if any operation occurred during the month, changes in Group structure are available in the Syensqo Structure file of the GAR Syensqo AODOCs.

• New Company:
  • A package has to be created for the new company.
• Company sold:
  • In the month of the sale it is not necessary to generate the package for the company. Subject to official confirmation with GAR Syensqo team.
• Company Liquidated:
  • The company stops to report the data through the package in the next month of the Liquidation, meaning that in the month of the liquidation the packages are generated normally. Subject to official confirmation with GAR Syensqo team.
• Company Merged:
  • With retroactive effect: Full Balance Sheet and P&L from January 1st of the company are transferred  from the company absorbed into the absorbing company.
    • In the month of the Merger it is not necessary to generate the package for the company. Subject to official confirmation with GAR Syensqo team.
  • With NO retroactive effect: Balance Sheet and corresponding P&L result (L12000) of the company at the date of merger are directly transferred from the company absorbed into the absorbing company (P&L from January 1st to the date of the merger is kept in the absorbed company).
    • The company will continue to report until the end of the year (to keep past P&L in the consolidated figures) and it will be necessary to copy the reporting data from the month of the merge until the end of the year. Subject to official confirmation with GAR Syensqo team.

Corresponding impacts in the consolidation scope is described in the following procedure Companies management (GAR List and BFC) in SYENSQO

To add a new company, click in the icon  (Insert Reporting Units) and in the field Select a list of reporting units enter the company code.

Since the packages were created with reference to the previous period, if there is any company that should not be reported, the package has to be deleted.

• To delete a package, with right click over the package select the option Delete.

Consistency checks:

• In order to check if the list of generated companies is correct we should compare it with the previous reporting period. If no information from GAR Syensqo regarding companies to be added or deleted (folder Syensqo Structure) both lists must be equal.

2)  Change Windows and Internet folder, Internet Specific folder and Set of controls for each ME (Equity Method) reporting unit.

• The default settings (set up in previous chapter, Reporting Organizer) apply to IG (Global method) and IP (Proportional method) reporting units. There's one exception to this rule: Company 66263 Hindustan Gum & Chemicals Ltd (MEQ) should keep the default settings like an IG/IP company. 

To get updated information, consult the Reporting Set-up table here 

After adjusting Windows and Internet folder, Internet Specific folder and Set of controls for ME entities according to the reporting setup table we should perform a check it by grouping entities by Entity Portfolio.

3) A final check should be made by comparing the settings of the new reporting period with a similar previous period (for example, May compared to April, or June compared to March). If there were no changes in customizing then, Cat. Builder, Folders, Set of Controls and set of rules should be the same in both periods being compared and should agree with the setup table.

Afterwards, select all packages and with the right click select the option Generate Package at Current Site.

This step may last too long, you also can select a smaller range of packages to avoid system slowness.

Now the status for the selected packages changed to The Packages have been Generated, meaning that are available in the Package Manager.

5.3 REPORTING SETUP - Package Manager

Once the packages are available in the Package Manager module.

In this module it is monitored the the status of the packages, since its creation until its publication and then the integration.

5.4 REPORTING SETUP - Oxygen companies - ACTUAL2

For some companies, reporting simplification measures are implemented for ACTUAL2 category.

1. Packages are copied and published automatically by BFC-Admin usually on a monthly basis, not on quarter basis.

2. At each quarter month the data must be imported from the ERP and published by the CAM. Nevertheless, in some specific situations, quarter copies can be authorized by GAR Syensqo. 

This copy is usually done in D-2 and BFC Admin must always send an email to the CAMs and CADs remembering the conditions (criteria to be met) and asking to be notified if any company should not have the data copied.

Example of circularization:

Oxygen companies list is updated and stored here Folder Oxygen companies

Companies for which the copy is not done should be identified in the file:

5.4.1 Oxygen companies - Standard procedure

The copy can be done either by selecting a package (one company at a time) or a file (several companies) as data source.

Package as data source

• For this example it will be used the company 05844 Ausimont Industries, Inc., Wilmington, DE
• Open the package in the current period.

• Within the menu File choose the option Import.

•  In Source inform Package data, option that import the information from another package. It also is possible to import the information from a File (.csv; .txt)
• In Processing existing data inform Replace to ensure that any data that could have been already loaded is replaced.
  

• Inform the Category of the package; the Period which the information is being searched; and the Reporting Unit.

• Keep the options Run package rules and Run controls flagged. Then click on the button Import.

• We are informed that the import has encountered issues, but only after "problems" analysis we can conclude on the success of the import:
  

• Double-click for "problems" details:

• Causes like "Calculated data", "Read-only data" and "Journal entry data not imported" are common messages in this copy procedure and can be ignored.

• Calculated data: data automatically calculated during the import, e.g. flow F15 Variation is calculated. 
• Read-only data: data rejected by import as non editable, e.g. flow F00 Opening balances.
• Journal entry data not imported: automatic package journal entries generated during the import, e.g. Cash Flow items calculation.
• If there's no other causes the import is complete, so select the option Finish.
• In case of other cause reported (ie "Data not defined in the category scenario"), an investigation ha s to be conducted

• There should not have Blocking Controls, if there is any it should be analyzed and solved if possible.

Once the package has no Blocking Control, the package has to be published.

File as data source

Described in the next section (5.4.2)

5.4.2 Oxygen companies - Special procedure (January.YYYY)

In January, full import of Dec.Y-1 packages is not possible: P&L accounts and BS heading L12000-Profit/Loss for the period must be excluded (no sense to copy full Y-1 P&L into Y+1 one). Thus, a csv import file must be build.

1) Export Dec.Y-1 packages with the following filter criteria:

• OXY-COPY filter on reporting unit dimension to select all Oxygen companies.
• Note: This filter must be always checked here Folder Oxygen companies  and adapted before being used because there may be changes (new companies or companies to be removed: merged, sold or liquidated) in the list of Oxygen Companies.

• Within the menu File choose the option Export.

• OXYBS0-01 filter on Account dimension to select only Balance Sheet accounts except L12000-Profit/Loss for the period. The filter needs to be selected in the drop-down menu (copy/paste is not enough to get it taken into consideration during the export)
• Flows:  F99 - Closing balance and ICSTOMAG to be selected

2) Build the import file 

From the exported file do a Save as to a new file and

• change the period dimensions D_DP and D_PE from 12.YY-1 to 01.YY;
• remove the lines of the companies for which the copy shouldn't be done because of CAMs request.

• format cells of dimensions D_RU,  D_ORU and D_T1 to custom type "00000"

3) Import the Jan.YYYY file 

• Within the menu File choose the option Import.

• In Source inform File.
• In Processing existing data inform Replace to ensure that any data that could have been already loaded is replaced.

• Inform the file source:

• Select the column separator and Text delimiter:

Flag the options "Run package rules" and "Run controls":

• Double click on the first items to check that only calculated data have been rejected. 

• There are 3 blocking controls expected: Total assets doesn't equal total liabilities at closing because profit/loss of Y-1 (L12000 / flow F00) hasn't been transferred to Retained Earnings (L12800 / F99) while BFC automatically automatically generates this transfer through flow F05.

• To solve the blocking controls BFC admin needs to enter in each package  and proceed with the transfer between headings L12000 and L12800.

4) Open schedule L2010 and adjust L12800 /F99

• Validate the package again

• and publish the package

5.5 REPORTING SETUP - Deletion of Package Amount Trace

5.5.1 Activation / deactivation of Package Amount Trace

Since November 2023, Package Amount Trace functionality has been activated to allow the tracking of modifications in packages in ACTUAL2 category:

• who has made the change
• what heading, flow, partner...
• when (time stamp)
• how (import / data entry / calculation / opening loading...)
• how much (amount before and after change).

This tracking is available at any time as long as changes have been saved : package under modification or published

To activate / deactivate this functionality, 

• in Tools menu go to "General Options"

• in General options select "Package Amount Trace tab and flag the Reporting Category to be tracked on "When saving" column (note: "When publishing" is not a relevant option as it does not permit to track the changes until the pack is published , thus not to be activated)  

• To deactivate the tracking,  unflag the Reporting Category to be tracked on "When saving" column
• Note that once activated the tracking does not apply retroactively but only from next saving actions in reporting packages

5.5.2 Display and usage of Package Amount Trace

• To display changes, go to Package Manager and select the package to be investigated
• Right click on Package amount trace

• Select the All saves

• Columns to be or not displayed can be modified

• Grouping option can be activated and customized. In the example below, grouping made on how the changes were performed (data entry, import, calculation...)

• Grouping and filtering options can be combined to search for a specific tracked change. In the example below grouping activated on Account and Flow to track change made on A25100 heading and F99 flow 

5.5.3 Deletion of Package Amount Trace logs

Package Amount trace generates tables for each reporting period on which it has been activated. In order to avoid performance issues, it is recommended to delete on a regular basis such past tables.

Principle is to keep tracking for the last 3 months and no more.

• as an example end of April 2024, when opening the new 2024.04 reporting, the tracking tables will be kept for 2024.03  / 2024.02 / 2024.01 reporting periods (2023.12 and before tables to be deleted)

Deletion is performed on a monthly basis by BFC Admin on WD-4 when opening the new reporting period.

• Go to Package Amount Trace module
• Select the reporting period for which tracking logs have to be deleted - in the example below ACTUAL2 2023.11 

• Select the lines (CTRL+A / proceed per batch of lines to avoid outage) and right click on Delete 

• After deletion of all lines, the screen appear as empty

• In Package manager module of the deleted period of logs, the Package Amount Trace option is not available anymore

5.6 REPORTING SETUP - Quarterly check on Tax Rates pre-loading - ACTUAL1-TAX and ACTUAL2

Please refer to the procedure described in Tax Reporting in BFC - 2.1.5 Control of pre-loading of Tax rates ACTUAL1-TAX (WD-9) and ACTUAL2 (WD-2)

6. CLOSING SUPPORT

6.1 CLOSING SUPPORT - Packages Status Follow-up

The follow-up of the packages status until the deadline for publication is done by SBS SU FA GL.

3 possible status for packages:

This information is obtained by accessing the package list for the concerned reporting period:

• The packages are published by Accounting users (CAM or Accounting Platform) with Standard mode, when the package has no blocking control.
• When an unbalanced package (containing unsolved blocking controls) has to be published it is requested to BFC-Admin, but it only can be publish by Derogation (special permission) if approved by GAR Syensqo Consolidation Team.
• The levels of control are the following:

• As a principle, a package that is published in Standard mode by a local user, meaning it is balanced with or without warnings, is automatically locked and therefore protected against data entry.
• An unbalanced package that has to be published by special permission is not locked, so it has to be protected manually against data entry.

6.2 CLOSING SUPPORT - Publish By Special Permission

A package can be published by special permission (derogation) when there is a blocking control that can not be solved, these cases are exceptional, and  such publication mode must be approved by the GAR Syensqo Consolidation team.

Since May 2024, a new dedicated "Derogation" team in SOLVAY GBS FSL is managing request for publication by derogation, replacing BFC Admin. This baton passing is driven by 2 reasons:

• BFC team located in France and sometimes not able to manage request from other regions (LAM / NAM and late EMEA) out of its working hours
• BFC Admin team not involved in closing calls and thus not notified in advance of coming derogation requests
• Note: new functional profile REOPEN-DEROG provided to the new Derogation team (representatives in each region)

Process:

• end requestor has to be 1st obtain approval from Syensqo Consolidation team
• then submit its request to $GBS-FinanceSL-Fin-Acc-SU-BFC-Derogation google group

How to proceed in BFC: 

• Select the package that has to be published, with the right click select the option Publish.

• Then select the options Publish after validating packages and Publish invalid packages by special permission.

• The package will change its status to Published, however note that the package is not locked.

• A package published by special permission has to be protected manually. 
• For this, with the right click over the package select the option Protect.

• The protection will be shown in the column Protection Effective instead of Locking Effective.

6.3 CLOSING SUPPORT - Consolidations definition and scheduling

In the following tables we can see the list of consolidations required during the year.

ACTUAL2 

ACTUAL1-TAX

ACTUAL0

There are schedulings for the automatic run of the following consos & intercos: 

Scheduling ACTUAL2

• SYENSQO-EUR every hour from WD3 from WD6 - every day starts at 1 am until 10.55 pm
• SYENSQO-USD every hour from WD4  to WD10 - starts every day at 1:10 am until 11:50 pm
• HC TAX every 4 hours from Oct12th  to Dec 12th at 11:15 pm 
• INTERCO every hour from WD3 to WD5 - starts every day at 1.10 am until at 10.59 pm
• Extra scheduling day on special request: 
  • Whenever there is an "extra day" given by GAR Syensqo for packages publication (general principle being WD4), BFC Admin should update the scheduling task to include an extra day of run.

Scheduling RSB variant 2

• RSB is used as Y-1 comparison with ACTUAL2
• Scheduling : once a day at 5 am / from Day 5 to Day20 (normal day considered, not working days)
• Parameters for corresponding scheduling defined in the following procedure RSB Syensqo monthly consolidation scheduling

Scheduling ACTUAL1-TAX

• ACTUAL1-TAX from WD-4 to WD-1; on Q1, Q2 and Q3

Scheduling ACTUAL0

• SYENSQO var 2 and its Intercos reconciliation
• SYENFULL var 2 and its Intercos reconciliation
• from WD1 till  WD4 every hour ; every quarter 

• These run conso & interco tasks must be updated every month or quarter for the data entry period and for the period of validity corresponding to the WD3, WD4, WD5....

Once the scheduling is stopped, BFC Admin runs manually the consos/interco upon request. 

6.4 CLOSING SUPPORT - Package Reopen

• Once a package is published either previous or after the deadline it is automatically locked and can only be accessed in read-only mode. To allow changes, only authorized users can reopen it.
• Package reopenings are managed by SU FA GL team and are done automatically (by robots) or manually depending on the date of the request.
• 

The requests should be sent via the Form BFC Syensqo Package Re-opening form, where it is informed:

• Category
• Period
• BFC Company code
• Region
• Type of adjustment
• Original Requester
• Headings and amounts in k currency
• Justification of adjustment

When the form is submitted, the information is automatically filled in a Google Sheet. Where it can be followed whether the package has been reopened or not.

• To reopen the package select it, with right click select Unlock Package.

6.5 CLOSING SUPPORT - Ghost Sessions

Ghost sessions are in general caused by an improper log off from a BFC open session: user disconnects himself by closing the Internet browser instead of using the "Log out” option in BFC or the user is abruptly disconnected (crash, network down, etc...).

To access BFC again, users must submit a request through this BFC Syensqo Ghost session Google Form to close their or another user’s session indicating the “ghost” user ID and the request will be handled by robots.

In case of robots inoperability BFC Admin should proceed with the user's manual disconnection by accessing BFC Syensqo Administration Console. 

• Link to access the BFC Admin Console for production databases https://acew1pfcoscp1.eua.solvay.com/webadmin/Default.aspx?TimezoneOffset=120

• Expand BFC_Prod_SCO options and click on Activity 

• A pop-up asking for the password will appear but no password is required.

• after click in OK the list of users logged in FCProd database is displayed

• In the first column, select the user to be disconnected and on the top, in Session Options, select Terminate selected sessions.

Important note: pay attention for not choose "Select all" or "Terminate all sessions".

• to disconnect yourself from the Admin Console close the browser window. 

6.6 CLOSING SUPPORT - Technical issues 

In case of BFC technical issues (system slowness, issue to connect...) , BFC Admin should contact BFC Admin IT team who will immediately investigate and contact the Infra team in case it is needed. 

• When the issue has an WW impact during the closure and it appears that it will not be solved in 30 minutes, BFC Admin should send an email to all BFC active users
• Content of communication has to be validated with GAR Syensqo and SBS FSL SU FA manager (head of BFC Admin)

Example: 

The list of BFC active users to e-mail to can be obtained through the email sent everyday  to bfc-admin@syensqo.com

6.7 CLOSING SUPPORT - Urgent Corrections in BFC customizing

Changes in BFC during closure should be avoided. Only "non risky changes" should be considered and always upon request and approval from GAR Syensqo:

• change on a currency Exchange Rate
• change in consolidation scopes
• "display" change: description, title
• change in blocking control: deactivation / modification

Risky changes should be refused if risky 1) on past data or 2) too complex/long to test  or 3)without any roll back possibility - as example below:

• changes in category scenario impacting heading / heading*flow / heading*analysis scheme
• change in complex reference tables (i.e. CFS tables)
• changes in existing consolidation rules
• such changes require usually between 5 and 10 days of work (design, customizing and testing from BFC Admin)

6.8 CLOSING SUPPORT - Add New Companies to the Users Access

When it is identified a new company, besides the package creation it is necessary to confirm that the users in charge for the company have the properly access to it.

To check and updated users access, see the following procedure 

6.9 CLOSING SUPPORT - Helpdesk cases 

In this  Helpdesk file : explanation and useful links for each Helpdesk case that can be submitted to bfc-admin@syensqo.com  

7. BFC ADMIN CALENDAR RELATED TO REPORTING SET-UP

At the beginning of each year the Finance Accounting Closing Calendar is prepared by the GAR Syensqo team.

The BFC Administration team is responsible to prepare:

• the Package Generation Planning file and to upload it in the same folder - Calendar - of GAR SCO AODOCs library.
• the BFC Admin (internal) Calendar  covering all BFC Admin activities related to closing support. 

Folder here Planning BFC Admin

END OF PROCEDURE