1. OBJECTIVE AND SCOPE

1.1   Objective of this Procedure

This procedure describes how to manage the ACTUAL0 Category, such as create the Category for a new year or to maintain when there is an operation in Solvay’s scope of companies, as well as the sell of a company; the acquisition of a company; and change in the method of consolidation.



1.2 Scope 

This procedure applies to the BFC Administration team.



2. REFERENCE DOCUMENTS

 

3. DEFINITIONS

GAR team - Group Account Reporting Team

BFC-Admin team - Team responsible to administrate the Consolidation Tool for the Group Solvay (BFC)

CAM - Company Account Manager

CBCR - Country By Country Report

 

 

4. SUMMARY 

4.1 Principle and Context 

The ACTUAL0 is a Category used to report statutory figures, what enables to build the Shareholding structure of the Solvay Group, which becomes available in the Solvay Shareholding Structure site.

In this category are concerned either Consolidated and Non-consolidated companies. The information collected for each type of company is different, thus the documents available for them are different, as the described below:


Consolidated Companies

L4005 Investment - This document reports the number of shares that the company holds per affiliate, as well as the the number of shares that the affiliate has issued, then it is possible to know the percentage owned by the reported company. If there is any variance it is explained by flow.

L4000 Impairment (Statutory data) - This document reports the information for the impairment process on financial assets.

L4020 Shareholder's equity - This document reports the numbers of shares issued, split by mother companies. If there is any variance it is explained the variation by flow.

L4060 CBCR - Revenues and headcount - This document reports the Revenues the company had in the previous year split by trading partners.

 

Non-Consolidated Companies

L4005 Investment - In most of cases, the non-consolidated companies do not have affiliates, hence this document is empty.

L4020 Shareholder's Equity - This document details the information about the mother company of the entity (number of shares hold).

L4050 Financial information – This document reports the Balance Sheet and Income Statement of the entity. No detail is asked, no flow and no activity.


4.2 Responsibility

The Corporate Secretary is responsible to communicate the changes in the Solvay's structure that are performed in the PRS System.

The GAR team communicate through the Structure File, available in the GAR AODOCs Library, the changes in the Solvay's Structure.

The BFC Administration team is responsible to maintain any necessary update in ACTUAL0 category.

The CAM is responsible to enter the information in this category for the companies under his/her scope.

 

4.3 Overview 

At the beginning of the year the ACTUAL0 category has to be created for the current year. By principle, there is only one category per year, which is set for December (ACTUAL0 - YYYY.12).

The packages stay opened along the year to allow the CAM update the information when necessary. However, every quarter the packages have to be published and locked during two days, to allow the GAR Team to analyze the data and update the Solvay Shareholding Structure.

 

ACTUAL0 REPORTING SETUP

The process by which data is reported is defined in the Reporting Organizer and RU Organizer. 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.

After the Reporting Organizer and RU Organizer are defined the packages should be transferred to the Package Manager module, to allow the user to enter the necessary reporting data.


The Packages have to be added for a new company or deleted for a company that left the group, according to the operations of companies along of the year.


ACTUAL0 SCOPES OF CONSOLIDATION

Then the Scopes for this Category has to be created. A Scope enables to group together the reporting units to be included in the consolidation process and select the consolidation method to be applied. 

For the ACTUAL0 there are two specific scopes of consolidation:

  • SOLFULL - Contain all Solvay Companies (consolidated or not). All companies are integrated at 100%.
  • SOLCONSO - Contain all Solvay Companies (consolidated or not). The companies are integrated at their ownership rate.


These Scopes should be updated according to the operations of companies along of the year.


ACTUAL0 CONSOLIDATIONS SETUP

It has to be defined three Consolidations for the ACTUAL0 category:

  • SOLFULL - To consolidate all the companies of the Group at 100%.
  • SOLCONSO - To consolidate all the companies of the Group at their ownership rate.
  • SOLVAY14 - To consolidate all the Consolidated companies.


All the Consolidations need to be updated on Quarterly basis, when the Conversion Rate Period should be changed to the one in reference.

Additionally, the Consolidation SOLVAY14 needs to have the Scope Period updated, as well, to the one in reference.


5. REPORTING SETUP

5.1 REPORTING SETUP - Reporting Organizer

In the Reporting Organizer module it is created the Category for the period (Reporting ID) and is defined the common data for the packages, as the Deadline, Folder, Set of Controls, Opening Balances, etc.

 

To create a new Reporting ID for the period, select the one of the previous year in the field Select Reporting IDs.

In this example, it is being created the category for 2017, so it was select as reference the category of 2016 (ACTUAL0 - 2016.12)

Then in Reporting Organizer module Open it and Save As.

 

 

 

 

 

 

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

Enter the following information:

  • Category - ACTUAL0
  • Data entry period - 20XX.12
  • Short & Long description - Shareholding - 20XX.12

 

 

 

 

The Definition tab indicates the reporting status. It can also be specified the associated category scenario and the start and end dates for the reporting.

Enter the following information:

  • Version: A1403.
  • Start & End Date: It can be specified the scheduled start and end dates. The reporting status depends on these dates. Enter a large range, e.g. January 1st of current year to March 1st next year.

 

 

 

 

 

 

 

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

Enter the following information:

  • Windows and Internet folder: ACTUAL0 - The documents that will be available for the company in this phase.
  • Internet-specific folder: ACTUAL0 - The documents that will be available for the company in this phase.
  • Set-of controls: ACT0-IG - The controls that are set to check the package data for this phase.
  • Control level to be reached: Q - This field needs a special attention, because if any the previous field is changed this one is deleted, always ensure it is filled properly.
  • Blocking - Flag the option Blocking.
  • Category: ACTUAL0.
  • Data entry period: 20XX.12 - Inform the period which the opening balances are retrieved. Always December of previous year.
  • Scope: SOLVAY14- This scope is taken into account just the consolidated companies.
  • Variant: 2 - This information is related to the consolidation rules, in this instance is the variant 2, which considers the IFRS Norms.

 

 

The Restrictions tab defines the data entry restrictions which are applied when the data is entered.

The flow F00 (Opening Balances) must be informed in Read-only Flows, this way it will not be available for edition in the package.

 

 

The Operation tab defines the settings to publish the packages. 

In the Deadline it has to be informed the date that the packages will have to be published.

It has to be changed each quarter, according to date defined in the Calendar available in the GAR AODOCs Library.

 

 

The Translation tab defines the object descriptions for the selected language. 

Both French and English should be informed: Shareholding - 20XX.12

 

 

5.2 REPORTING SETUP - RU Organizer

In the RU Organizer is defined the companies to be reported in the category.

 

Select all packages in the RU Organizer module from the previous year (Ctrl+A), and copy (through the icon  or Ctrl+C).

 

 

Change the period to the one that is being created and paste packages (through the icon  or Ctrl+V).

Then the reporting packages are created in RU Organizer module.

Note that the packages will have the status , meaning that they are still not available in the Package Manager module.

 

 

Before Generate the packages to the Package Manager module, ensure that all the companies are with the correct Method of Consolidation (column Entity Portfolio), and if any company needs either to be added or deleted.

 

To make the reporting available in the Package Manager module, select all packages and with the right click choose "Generate Package at Current Site".

 

 

 

 

The package status changes to , meaning that the package are now available in the Package Manager module.

 

 

 

 

 

5.3 REPORTING SETUP - Package Manager

After Generate the Package to the Package Manager module, they will be available for the users to enter the data for the companies under their responsibility.

In this module it is done the follow-up on the package status (Empty, Changed, Publish or Integrated). Then it is possible to check if any company is missing to report the necessary information.

 

6. SCOPES OF CONSOLIDATION

6.1 SCOPES OF CONSOLIDATION - Create

 

7. CONSOLIDATIONS SETUP

7.1 CONSOLIDATIONS SETUP - Create

 

7.2 CONSOLIDATIONS SETUP - Quarterly Update

 

8. COMPANIES OPERATIONS

8.1 COMPANIES OPERATIONS - New Companies

 

8.2 COMPANIES OPERATIONS - End of  Companies

 

8.3 COMPANIES OPERATIONS - Change of Consolidation Method

 

 

9. OTHER ACTIONS

9.1 OTHER ACTIONS - Add New Companies to the Users