When a GBU / function is changing its organization, it often comes with an update of cost centers master data impacting all processes using the cost center (Payroll, T&E, Purchase Orders etc.)

In this procedure you can find a list of things to be done to ensure the implementation of the new organisation goes well.


 

 


1 - Update cost centers master data (creation / lock / modification)

If you don't need to create new ZCBS groups & new positions, you can go directly to the 1.3. 

1.1 - Request the update of the cost centers groups (ZCBS)

The ZCBS groups are used in the BW fixed costs reports: BW RTR - GBU Fixed costs & CBS - Function costs. 

The modification or creation of new groups in the ZCBS hierarchy can be ask by a function or GBU controller. 

The update of the ZCBS hierarchy must be asked using the workflow in PRS_50

Select the category "Miscellaneous request" 





In your request, attach an excel file highlighting the change you need. 

You can click this link to have a model

KSH3 - Display cost center hierarchy





1.2 - Request the update of the SRM7 financial matrix

When the organization is changing, you may need to ask for the update of the SRM7 matrix

=> You can download the last version of the matrix using the procedure : SRM7 financial matrix

Follow the guidelines in the presentation below (Make sure you  authorized access to Google Drive  to see the presentation)



1.3 - Request the update or the creation of cost centers

Once new ZCBS groups & SRM7 positions are created (when applicable) you can ask for the creation / update of cost centers using the workflow in PRS_50.

In order to implement the new business structure for a new year without impacting the year-end closing, the cost centers data are no longer updated in BW from  mid-december  to mid-january

If a cost center is updated during the frozen period, it be reflected after mid-january. You should receive a communication with the precise dates for the current year. If you didn't receive the communication, you can look at ISSP - news.



2 - How to request the update of cost centers in:

2.1 - Payroll

Once your cost center are created, you can ask for the update of the payroll in freshdesk 

Select "Submit a request" => "HtR Request" 


Select the process "Personal Data" and subprocess "Change Personal Data"


2.2 - Travel & Expenses

2 cases : 

  • When T&E are managed in Concur : the update of the cost center assigned to the employee comes with the update of the payroll
  • When T&E are not managed in Concur (in 2018 - mainly APAC) : the employee needs to be informed and has to change his cost center


2.3 - Car rental 

Contact by email the country Fleet Managers:  

CountryContact
France

Belgium

Portugal

Germany

Italy

Portugal

Spain

UK



2.4 - Purchase orders

The controlling team needs to send the list of cost centers to be used to the requesters. 


2.5 - Intercompany

List of contacts by Region (in 2018)

RegionContact
EMEA

North America

APAC

WWSBS.FinanceSL-Fin_Acc_SU_Interco@solvay.com



2.6 - Fixed assets

If the cost center needs to be updated, you can create a ticket freshdesk 

Select "Submit a request" => "RtR Request"


Select the process "RtR" and subprocess "AA"



3 - Tips & Advice

Anticipate your requests 

  • Creation of cost centers is a priority
  • At the end of the year the update of cost centers hierarchy is usually done during the BW freeze



Get the list of all your cost centers master data (for GBU)


Support 

  • If something is missing or not clear in this procedure, you can comment at the bottom of this page and we will update the procedure taking into account your comment
  • If you need support you can ask your contact in the service unit Management Accounting