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: Country Accounting 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

JE Vacation Accrual Template


Attachments

8. Add the link to attachments or external links




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1. 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 the Vacation Accrual post for US PF1 companies.

It is done in a monthly basis and the purpose is to post the accrual as an auto-reversing entry in account 2455042000 with the number that HR sent in the report. It means the total vacation value provisioned at that time for the company.

It had been done quarterly, but the accrual changed for monthly after COVID-19 crisis.

1.2. Scope

Detail the scope (legal entities, etc.)

US PF1 Companies - D-1.

5782 / 4290 / 4045 / 3384 / 6401

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.

3.1. I Receive the File

3.1.1. I Receive the File from HR

On D-1 you will receive the FI Report email from payroll expert in USA, now it is being sent by Robert Zieger (robert.zieger@solvay.com);

  • Download the report;
  • If you not receive it, please be sure you are in the distribution list confirming with Robert Zieger;



3.2. I Prepare the Journal Entry

3.2.1. I Prepare the Justification and Calculation Tab

Download the template JE Vacation Accrual Template with the Global Posting File for this entry. You can use each one by company code or what is better for you.

You also can use the template created for PORTAL and insert just the justification tab as attachment in SAP, the template name is: VACACCRUAL. (The same for all companies)


In Justification Tab:

Insert the month+year in cell M10 - format MM/YYYY. It will automatically update cell U11 with the month+year;

The justification text is ok and no need to be updated:

Only insert the screenshot of the email received from HR with the report:



In "Calculation FI Report" tab:

Take the information from FI report sent by HR with the PA opened, copy and paste by each company code in this tab (company corresponding your entry). In addition, add the screenshot:


  • This is the total number to be posted;
  • Note that for 6401 you will need to take the 6401+4291 company codes and post everything into 6401 as separated line items;

3.2.2. I Prepare the Template Tab and Post

In the "Template" tab, the only thing you need to adjust is the posting/document date, cost center, assignment and text:


Company CodeCost CenterAssignmentG/L Account
5782ND378000035782 Vacation Acc6250010001
4290C0378000004290 Vacation Acc

6250010001
4045U5378000004045 Vacation Acc6250010001
3384NT378000003384 Vacation Acc6250010001
6401 5S37800000

6401 Vacation Acc


6250010001



  • The amount can be taken in tab "Calculation FI Report";


  • Post it and check in FS10N after completed if the amounts are the same from FI Report;

End of document.