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, new_zealand, emea_transversal, apac_transversal

    • 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. Name the title of each section using OPD methodology naming convention - Infinitive verb without the “to”, mainly action verb...something) - " I do something..."

5. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 


Domain: 1. Enter the Domain identified in OPD matrix (for Country specific operations, Domain = Country Accounting)

Responsibility area: 2. Enter the responsibility area described in OPD matrix ("N/A" for Country Accounting Operations)

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)

KE30

KSB1


Forms

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

Templates


Attachments

Gar Instructions - Non-Recuring events

Non-Recurring Items Report

AODocs GAR Link

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Objective and Scope

1.1. Objective of this Operation

WHY - Describe the objective of the operation

The purpose of this document is to explain how to perform GAR Reporting- Non recurring items to Consolidationg, which consist of a report of Non Recurring Items sent to the CAMs every month.

It consists of a report of non-recurring items in the BFC’s heading R48790 and R48690 with detailed information.

1.2. Scope

Detail the scope (legal entities, etc.)

This procedure applies to the following companies from US ERP:

PF1:

WP1:

It needs to be included in AODocs until D+5 right after the closing and can be done right after the BFC company package's publication.

2. Definitions

Definitions should be added in the Finance Glossary - Add definition and link it to respective Letter in Finance Glossary 

See Finance Glossary:

3. Tasks description

WHAT and HOW - Main content of the operation

The content should be mainly organized in 2 levels of Headings to ensure a proper link with the Table of Contents.

Select the level of heading in the "Paragraph" option.

The GAR Reporting- Non recurring items is a report sent to the CAMs every month. It consists of a report of non recurring items in the BFC’s heading R48790 and R48690.

3.1. Periodicity

The reports needs to be done after the companies are balanced in BFC, in D4, every month.

3.2. I perform the task

3.2.1. I open the report file

As this report is made every month and consists in the accumulated of non recurrent items in the year, you need to download the template of last period report. You can find it on the last month’s case, usually with the name “US: Non Recurring Items – MM.AAAA”.

Once you opened the file, BFC may be extracted through the Interactive Guide application. Select "Interactive Guide" into the 'Non-Recurring Items' file, select the option Financial Consolidation.


Log in BFC with using the following link:


http://consolidation.solvay.com/Fcprod/

After you updated it, you may find some values in red with the description “Ctrl with BFC”. This means that you have to justify the value, according to the description of it and the business area.


3.2.2. I justify the amounts

To find to what the value with "CTRL With BFC" is related to, you need to enter in transaction KE30, and select the report “ZZZ-SOLV00”:

Fill the selections with the company code that you are reporting, the current year and in “period” you may select the period of reporting. The currency type must be “10”:

After you ran the transaction, you need to find the heading on KE30 transaction. In this case, the heading that needs to be justified is R48690. 

You can search directly with a CTRL + F:

As the BFC rounds values to thousands in local currency, you may find the values not exactly as reported in the file. In this case, the BFC reported as "3' thousands in local currency, but the value can differ in SAP.

Now that you found it, select the amount by period and press F9, so you will find all the values in this heading, and a new tab will open:

You can filter by the “M69 Oth. Operat. Cost’ column to find only values different from zero:

Press enter.

You may find the entries that correspond to the value reported in the file. In this case, you have the cost center and the cost element used by the cycle to clear the cost center.

Now that you have the cost center, you can find the original that needs a justification.

Open the transaction KSB1 and fill the information of the cost center that you found retrieved in KE30, and select only the closing month.

You can use any layout of your preference.

Run the transaction and search for the entry made, with the same value in the KE30.

When you find it, click on the entry made, and search for the amount posted in the cost center and its market and the description.

In this case, the amount is related to IAS 19, as you can see in the description and is in the market “34”.

So you can fill the value in the report of Non recurring items, according to its market and description:

It is needed to fill with the inverse signal of the SAP because the BFC inverts the signal of the amounts reported, so in order to zero out the “Ctrl with BFC” line, if the value is positive on SAP, then it needs to be filled as negative, and if it is negative, it needs to be filled as positive. 

3.2.2.1. I Justify the Amounts for 1430

There is a separated file for Chemplex.

As Chemplex is not in SAP, it needs to be checked with the Chemplex controller or in the file with BFC Financial data on D+3 by the Chemplex controller.

Then, justify the amounts and the possible GBU is O&G (Oil and Gas).

3.2.3. I upload the file in the AODocs

If the consolidation team gives you access to this link AODocs GAR Link, then upload the file there and send to the CAM by email or the applicable tool.


3.2.4. I send the file

If no access to the link AODocs GAR Link, send it to the CAMs and the consolidation specialist Elisa Canova (consolidation specialist - elisa.canova@solvay.com) by email or in the applicable tool.


End of document.