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)



Forms

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



Attachments

8. Add the link to attachments or external links




Previous operation << >> Next operation



1. Objective and Scope

1.1. Objective of this Operation

WHY - Describe the objective of the operation

This procedure explains how to fill out the BNB monthly report – F01DGS. This report refers to intracomunitare services transactions (buy and sell)

1.2. Scope

Detail the scope (legal entities, etc.)

This LOP Is applicable to companies:

  1. 0001 Solvay S.A.
  2. 0005 Solvay Chemicals International
  3. 0237 Solvay Chimie
  4. 5974 Solvay Pharmaceuticals Management & Services S.A.
  5. 5978 Solvay Sspol BE

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. Process

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.

3.1. I do Extract data from SAP


A. Enter the transaction ZBF_BNB;

B. Select this button to choose a variant per company:

  1. Company 0001 > BNB 0001 CORR
  2. Company 0005 > BNB 0005 DEF
  3. Company 0237 > BNB 0237 TEST
  4. Company 5974 > BNB 5974 NEW
  5. Company 5978 > BNB 5974 TEST (only Quarterly- period 3 months)

Check vendors starting with 99* if they have invoices posted with tax code to decide weather to include these in the statistics.

       

C. Update the date corresponding to the month being reported.

D. When on the screen below, export the file: 

Save in xls and create 2 sheets, one to work and 1 to keep. Open previous month file to check on the columns to create and where. 1 column after “E”, 1 column after “K”, 2 columns after T

...


3.2. I do data processing

3.2.1. Revenue or charges?

In cy 5, if X0003 change to H7000 countries PT, US, BG, FR

 

First you have to determine if the invoice is coming from a supplier or is due by a client. To do so, create a column next to “N° piece”, name it “P/C” and if it’s an invoice due by a client, put P as profit, sales of services; if it’s a supplier invoice, put C as a charge, purchases of services.

  • Docs beginning with the numbers 100*, 6113*, 61114* and 6111* are P, profit, sales.
  • Docs beginning with the numbers 301*, 306*, 307* and 6311*, 6312*, 6314* are C, charges, purchases.
  • Check if any blanks in the filter of column P/C, missing to be identified.

Create 2 columns U and V, to separate the debit and credit amounts.

Get the formula from last month in column U, named P

Note: Check all P and C are zero.

Sum columns U-V = T

Compare with initial extraction


For cy 5, 237, 5978

 

Open last month’s file to help on the guidance.. Create a new sheet named “BNB” with copy of the “work” one and delete the columns not needed. Create 2 additional columns with the same data as “Amount in LC” column. Filter by H and S in column “Debit/Credit Ind.” and delete with special visible cells only, to be able to have the (-) and (+) amounts separated in the 2 different columns.

Note: To upload in OneGate it’s necessary to have the amounts in 2 columns and both with sign (+), even if credit notes exist.

Tip after creating the pivot, to repeat all items in the reporting subcategory:


3.2.2. European country or not?


A. First create a column next to the one called “ISO Code”, put E when the country is European.


Here is the list:

AT, BE, BG, CY, DE, DK, EE, EL, ES, FI, FR, GB, GR, HR, HU, IE, IT, LT, LV, MT, NL, PL, PT, RO, SE, SI and SK. 

                  

When done, sum the product and charges amounts to compare them with the VAT return for the specific month to be sure that all data have been correctly uploaded.

N.B.: If “BE” appears in the list, it is considered as an error. Please refer to your company manager. Exclude lines with country BE, once this is a foreign activities’ report.

Filter all the “E” and copy them to a new created sheet named “EUROPE”. Sum columns U and V.


B. Compare these figures with the VAT return of the same month.

The VAT return will be provided by SU VAT Team.

Please copy/past the sheet “check” from last month’s file.


When on this screen below, please change the data.


Update the cells according to the month being reported:

 

  • -       A1: Month/Year;
  • -       C3: Sum of the sales (P)as calculated in accordance with point 3.2.2.A.;
  • -       D3: Sum of the purchases (C) as calculated in accordance with point 3.2.2.A.;
  • -       C7: Cell 44 of the VAT declaration of this specific month;
  • -       C8: Minus Case 48 of the VAT return of this specific month;
  • D16: Cell 88 of the VAT return of this specific month.



Cells C10, C12, D14, D18 and D20 are cases with calculations performed automatically.

Check cells C14 and D20:

  • -       if the amount is above 1.00%, analyze the difference and report it to the Company Accounting Manager
  • -       if not, continue to follow the procedure.

 

Analysis when statistic report ZBF_BNB amount is higher than VAT declaration amount:

 

Create a new file with the VAT declaration report in SAP: transaction S_ALR_87012357 with variant “0001_BE”, extract to excel, build a pivot with doc number and tax base amount. Caution to build the pivot, once this is intracomunitaire VAT, take on the tax code YC and amounts in positive OR negative, as they are zero in total.

Create a new sheet named “Analyse Europe document” and build a pivot with source data in sheet “Europe”, with columns “doc number” and “sum of C”, once the gap is in the purchases, the charges. After copy paste values, make a vlook up with the VAT declaration file, and a column with the difference to see where the gap is.

Analysis when statistic report ZBF_BNB amount is lower than VAT declaration amount:

 Tbc when situation occurs




...




End of document.