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: Investments & Divestment

Responsibility area: Control SBS IS Projects

1. Objective and Scope

1.1. Objective of this Operation

Reflect the SBS IS Function Controllers decisions on the status of the projects to the WBS Elements.

1.2. Scope

The capitalization process must be triggered for all SBS IS projects WW and in all ERP systems.

2. Definitions

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

See Finance Glossary:

WBS
PO

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 download the monthly SBS Projects Report

3.1.1. Go to the Accolade website

3.1.2. Click on "SBS Budget Plan"

Finance Service Line > I trigger the Capitalization process > image2021-12-10_15-7-25.png

3.1.3. Select the SBS Budget Plan for the year in scope

Example, if the year is 2020, select the SBS Budget Plan 2020.

3.1.4. Download the most recent CBS - SBS Project report

Click on the image next to the file name for download.

3.2. I download the Project Review file

3.2.1. Open Google Drive

3.2.2. In the search bar, look for the IFA.PJT.02.01 (ex FXA08) last reviewed by the SBS IS Function Controllers and download it.

For example Q2 2019:

3.3. I verify which WBS from SBS Projects Report should be capitalized and/or closed based on the Project Review file

Open both files, SBS Projects Report and Project Review file
Remove all tabs in SBS Projects Report, and keep only "Database PEC"
In the SBS Projects Report insert a column and name it "FXA08 Qx YYYY decision"
In this column, enter a vlookup function to lookup the "Project code" and tell the function to lookup the project code in the Project Review file. Tell excel to output the data from from the column "Comment Qx YYYY" (indicate the number of the column) and select exact match by entering "FALSE".
Copy the formula till the end of the table. This way you will obtain the decision by project reflected on each WBS Element.
Create a column to insert your personal comments (for example - if not applicable n.a, if the wbs is closed already - done)

Note If the status of the FXA08 Qx YYYY decision on the project is:

IN PROGRESS - Keep the WBS status released
IN PROGRESS/ON HOLD - Keep the WBS status released
NOT YET APPROVED - Keep the WBS status released
IN PROGRESS / CAPITALIZATION CAN BE DONE
1. Investment WBS Elements → proceed to capitalization but don't close the WBS
2. Overhead WBS Elements → keep the WBS status released
RE-OPEN - Guarantee that both WBS Elements and networks are with status released
IN PROGRESS / CAPEX TO CLOSE (keep OTC)
1. Capitalize and close investment WBS (verify if there are pending PO's or invoices)
  1. If it is not possible to close the WBS because there are still open commitments:
    - Close the related networks to don't allow allocation
    - Alert the SBS IS Function controllers by sending an email with the detail of project, WBS Elements and PO. (You may obtain the detail of commitments by transaction cji5)
2. Keep overhead WBS released
FROZEN - NO STATUS - lock all networks for allocation
CLOSED
1. Investment WBS Elements - Capitalize and close the WBS.
  1. If it is not possible to close the WBS because there are still open commitments:
    - Close the related networks to don't allow allocation
    - Alert the SBS IS Function controllers by sending an email with the detail of project, WBS Elements and PO. (You may obtain the detail of commitments by transaction cji5)
2. Overhead WBS Elements - Close all WBS. If there are open commitments, close the related networks to don't allow allocation and alert the SBS IS Function controllers by sending an email with the detail of project, WBS Elements and PO. (You may obtain the detail of commitments by transaction cji5)
CANCELLED - Close all WBS if existing. Transfer all Investment WBS Elements costs to OTC or Cost center and close the WBS Elements.

3.4. I verify if the Good Receipt /Invoice Receipt (GR/IR) related to the WBS Elements to close are cleared

3.5. I close Overhead projects in SAP

3.6. I retrieve the Asset under construction amounts

3.7. I forward capitalization requests to the local contacts for EMEA SAP PF1 Projects

For EMEA SAP PF1 WBS Projects, the capitalization is performed by the local contacts for Assets Accounting.

After identifying the WBS Elements in 3.3. point, it is needed to forward the capitalization requests to the local contacts by mail, making sure to indicate if it is only to capitalize the project and keep it with release status or to capitalize and close the project.

3.8. I create capitalization forms for NAM PF1 WBS Elements

Capitalization form for PF1

3.9. I create capitalization forms for WP1 WBS Elements (except APAC HW/SW)

Capitalization form for WP1

3.10. I upload the capitalization forms in Google drive and request SBS IS Controllers to review

Upload the forms here, taking into account the year and the quarter.

3.11. I perform corrections, if applicable

After the SBS IS Controllers perform the revision of the forms, they indicate if there is needed some correction on Management Accounting team side.

For example:

Correction of cost center
Change of asset name
Transfer of costs to a cost center or to another WBS Element (a)

(a) The transfer of costs to a cost center or to another WBS Element must be performed by using the WW - Global Posting File and opening a ticket using Freshdesk tool.

3.12. I request the capitalization to SUMAC team

Once the capitalization forms have been reviewed by the SBS IS Controllers, it is needed to request the capitalization to SUMAC team by opening a ticket using Freshdesk tool (the ticket must be created by company code):

Click on "Submit your request" and select "Finance Request":

Finance Service Line > I trigger the Capitalization process > image2021-12-10_15-28-41.png

Enter the subject - XXXX is the company code
Select "AA" in the RTR-Subprocess
Select the Company code
Insert the following text:
Dear all,

Can you please proceed to the capitalization, or closing of the projects attached?

Please take in consideration the tab ASSET ON COMPLETION FORM, if it is indicated that the closure type is total or partial. Meaning:
- Total - capitalize and close the project
- Partial - capitalize partially
Thank you in advance!
Best regards,
Attach the capitalization forms
Press "Send"