In the List of Companies, click on NEW, and choose the option New LEGAL ENTITY CARD.

Then, fill the fields according to information received.

The only fields that are mandatory to create a new item in the GAR list of companies are the BFC Code and Entity Name, but note that there are some important information to enter:

• Document title, which is the combination of BFC Code and Company name
• BFC code
• Country
• Region
• Consolidation method and Control
• Functional currency
• Legacy
• PRS Code
• LER Acquisition/ Creation Date
  
  

After enter all the information save the new item, clicking on the icon .

When the information of these types of operations is received, the GAR list of companies must be updated accordingly. The following fields have to be updated:

• Group company status - Deactivate + Reason (Liquidation/ Merger/ Sold)

• Consolidation method - Not applicable

• Control% - 0

• Key Non key entity - Non key entity (If it was a key entity)

• Statutory audit requirement - NO Statutory

• Audit organization - Empty

• Group exit date - The operation date (MM-DD-YYYY)

• Comment -Details about the exit (Date, reason, buyer if any, etc)

• LER Sale/ Liquidation/ Merger date - Indicating the same date as in the Group Exit Date, but in the dedicated field according to the operation

* As example, the company 5884 was merged into another Solvay's company.

Since this is the official list used by the Group, it is important to have duly updated the main Accounting Contacts of a company, as:

• CAD Country Accounting Director - Is the accounting contact responsible for a country
• Accounting Compliance Officer - Accounting Compliance Officer
• CAM - Company Accounting Manager - is the contact in first line for any questions regarding the entity

The information to update a contact can be raised to the BFC-Admin mailbox, by the RtR Process Owner, the CAD or other GAR List user. It also may be seen through the appointments done in the Solvay One portal.

When it is necessary to update one of these contacts, it has to be granted that they have access to the companies under their perimeter in BFC and also if they are properly added to the Distribution List according to the position.

The Companies management is done in BFC FC_Top platform, then the changes should be transferred to the BFC FC_Prod.

The companies can be accessed in the Dimension Builder module, through the option RU - Reporting Unit.

The creation of a new Company can be done from the scratch or through Save As from another company.

* To create with reference to another company select another one that has the same definitions (Country, Consolidation Method...) than the company to be created. In this example to create the company 63270 it was takes as reference the company 60624.

In the tab General enter the following information:

• The code
• The short description
• The long description
• The extra-long description

in the tab Properties enter the following information:

• Company - The new BFC company code
• Country - Country Code
• Currency - Currency Code
• Activity - is linked with the consolidation method of the new company, There are four activities used in Solvay's definitions:
  • • GR (Intra Group Partners): for consolidated companies. The company will be considered in the scope of consolidation
    • HG (Out Of Group Partners): for non-consolidated companies. The company will not be considered in the scope of consolidation
    • ME (Equity Partners): for companies with Equity method (when Solvay does not hold the control of the company). The company will be considered in the scope of consolidation
    • MI (External Mother of IP Companies): This is a very specific situation. When one entity is owned by 50%, the mother company will be considered as an “External mother” and not as a “Partner HG”
• Entity Type - is linked with the consolidation method of the new company. There are two types:
  

  • S (Legal Company) - for consolidated companies

  • H (Third Parties) - for non-consolidated companies

• TYPEREM - There is only one type used in Solvay, the STAT (Statutory)
• Entity Portfolio - 

  • IG (Full Consolidation) - for full consolidated companies

  • IP (Proportional Consolidation) - for proportional consolidated companies , according to the percentage of shares held by SOLVAY on the company

  • ME (Equity Method) - for companies with Equity method, when Solvay does not hold the control of the company

  • NC (Not Consolidated) - for non-consolidated companies

• Legacy - Select the Legacy of the company, the options are:
  • SOLVAY
  • RHODIA
  • CYTEC
  • AUTRES (Other)
• PGESTION - This field is related to the Management Country of the company (for Controlling purposes, the management Country for some companies, may be considered on a different Country than it is located)
  
  

In the tab Translation, update the short, long and extra-long description for French and English languages.

Example a company that changed from Not Consolidated (NC) to Full Consolidated (IG), the information to be changed in the tab Properties are:

BFC FC_Top

Go to the Task List module within the Administration domain.

As the creation of a new company comes from Consolidation team, select the task list type of EXPL-CONSO, for Consolidation.

Click on the icon  New Transference Object, select the option “Reference table members” then the item Entity.

Ensure that the Entity is the only object Selected for Transfer.

To select or deselect an object, choose the option "Select for Transfer" with right click on the object.

Then Save  the selection and close this window.

In the Task List select the task and click on Start, to begin the transference process.

BFC FC_Prod

Go to the module “Task List”  within the domain "Administration".

First, launch the Scan of tasks, by clicking on "Start" option.

The task transferred from BFC_Top will appear in the list type "Task".

Then click on Start on the task, to initiate the process.

After the task has finished the process, check if the company was properly transferred.

In the BFC FC_Top Select the Scope Builder module within the Operation domain.

The scopes can be created from the last version available, through the Save As option. It should be created firstly in the FC_Top database.

For this, go to the Scope Builder module, select the last version of the Scope to be used as reference to create the new one.

* In this instance it will be created the scope SOLVAY14 2017.04, thus it should be selected the scope SOLVAY14 - 2017.03.

Open it, choose Save As, enter the Period and then click on OK.

Within the Step Scope, click on the button  to Insert Reporting Unit.

Indicate the BFC code of the company to be inserted and fill the consolidation method of this company according to the information received from the GAR:

• Financial interest %
• Ownership interest %
• Consolidation method

And click on Next.

Sale of a Company

In the step Scope select the company and updated the consolidation method to "Not consolidated (NC)".

In the tab Incoming/Outgoing inform:

• In the Intermediate data entry period - the reporting period correspondent to the previous month (M-1).

Merger of a Comapany

With retroactive effect

In the step Scope select the company and change the consolidation method to "Not consolidated (NC)".

As example the company 5907 SOLVAY ORGANICS, that was merged in February 2016 into the company 1196 Solvay GMBH.

In the tab Incoming/Outgoing inform:

• In the Acquiring reporting unit - the reporting unit of the absorbing company.

With NO retroactive effect

Nothing to change in the scope.

The company will continue to report until the end of the year and it will be necessary to copy the reporting data from the month of the merge until the end of the year.

As example the company 5697 SOLVAY SA INFORMATION SERVICES, that was merged in May of 2016 into the company 00001 Solvay SCH.

Liquidation of a Company

In the step Scope select the company and change the consolidation method to "Not consolidated (NC)".

As example the company 5020 BLAIR INTERNATIONAL, that was liquidated in June 2017.

In the tab Incoming/Outgoing inform:

• In the Intermediate data entry period - the reporting period correspondent to the previous month (M-1).

Note that the company was liquidated in June/17, and the company is just being updated in the scope of July/17.

BFC_Prod

After the scope is duly created and validated in the FC_Top it should be transferred to the FC_Prod.

Go to Task List module within the Administration domain, and select the Object EXPL-ADMIN.

Open it and in the Definition tab select New transferable object icon.

Choose the option Scope Builder.

Open the list of available scopes and select the one to be transferred.

Then Save the definitions set.

With right click on the object select the Start option.

BFC_Prod

In the FC_Prod environmental go to the Task list module, select the SCAN object and Start, to initiate the process.

Press F5 to refresh, then the object will be available in the subgroup Receive objects, it will be first object available, in the column Last Run it should be empty.

To make sure this is the correct object, open it and in Definition tab check the item.

After that start the object transference, by click on the object with right click and choose the option Start.

Press F5 to refresh, the column Status shows a green flag meaning that the transference is completed with no errors.

Just confirm in the Scope Builder module that the scope was properly transferred.

As example, Aleksandra KUCINSKA was appointed as CAM for the  companies 0231 and 5884. After the update of GAR List of companies it had to be confirmed in BFC her access, if it was necessary any update.

To confirm if the person has access to the companies, go to BFC_Prod >> Administration module >> Security domain.

Double click on the person's profile.

Open the Data Access Group.

What defines the level of information the user will have, as:

The categories; Data entry and / or Data Analysis, etc.

Go to the option Change, to have more details.

Enter in a group available in the screen opened.

It there are different groups it must be confirmed in all groups. 

In the Group opened select the option "Change", to have more details.

The person needs to have a filter defined in the Dimension Reporting Unit, which defines the companies that will be shown for the person.

So open this filter to see more details.

Select the option "Change", to have more details.

As can it be seen she has a common access to Luxembourg Team, which concerns both companies she is assigned (00231 and 05854). 

Firstly, it needs to be confirmed if the company is in the Data access Group. For this enter in the profile of someone that is responsible for the company .

As example the company 63220, that becomes Full Consolidated on July 2017, then it was necessary to check the Mexican Front Office's profile.

Open the field Data Access Group.

Open the Group by selecting the option "Change", to have more details.

The Screen opened shows the level of access and the Data definitions for each category.

• The levels of access that someone can have is: Data entry, that allows to enter data in the packages; Data analysis, that allows only to consult data through the Run Reports domain; Consolidation and Central manual Journal Entries access.

Then select a Data definition to open and see more details.

A group may have different data definitions, if that is the case, it has to be entered in all to see the details.

Select the option "Change", to have more details about the Data definitions.

The screen opened shows the dimensions defined for the access, as a Filter of Reporting Units; Activities; Accounts, etc.

In this instance the user has a Filter of Reporting Units that defines the companies he/she has access.

Then it will be possible to see the companies that are set in the filter. 

If the company is not available it has to be updated.

Note: The filters should be defined in the Setup module > Dimension Builder domain of BFC_Top database. And if any information needs to be updated, it has to be done in its origin.

Not all the filters are available on BFC_Top database, so firstly check whether it was created on TOP or PROD.

In BFC_Prod database, go to Setup module > Dimension Builder domain.

There are some levels of definitions of the dimension builder, it must be select the option Filters.

Then check if the filter that needs to be update has any information in the column Created By. If it is empty means that the filter was created in TOP, then it must be updated in this database. Otherwise, the update can be done directly on Prod database.

Open the filter and with double click over the companies, it opens the edition mode, then the company has to be added in sequential order.

Afterwards, Save the change.

If the Filter was updated in Top database it has to be transferred to Prod, following the step: 
6.3 Company Management in BFC - Send the Updates from FC_Top to FC_Prod

* The transference process of a Filter of Reporting Units is the same as than the transference of a single Reporting Unit.

As example: on February 1st of 2017 it was identified a new CAM for some US companies. In the announcement is possible to see that the person is a new comer in the Group, thus has no access to BFC.

This way it would be a good approach:

•  Identify the companies the person will manage;
• Create access to this person with the needed rights;
• Update on GAR List of Companies, in this instance, the CAM for the companies that this person will be assigned.

The companies that the person will manage, can be confirmed directly with the person, or with the person's manager, which usually sign the announcement, in this instance it was signed by the Regional Company Accounting Manage. It also could be confirmed with the RCM - RtR Country Manager available in the GAR List for country that the person will work.