2.1.1 Reporting Organizer

In the Reporting Organizer module it is created the Reporting ID and it is defined the common data for the packages, as the Deadline, Folder, Set of Controls, Opening Balances, etc.

An option to create the Reporting for a new period is through the option Saving As based in the last version available.

In this procedure it will be created the ACTUAL1-TAX category for the period 2023.09, so the Reporting ID to be entered as reference is ACTUAL1-TAX - 2023.06.

The General tab defines the general properties of the reporting ID.

Enter the following information:

• Category - ACTUAL1-TAX
• Data entry period - YYYY.QQ
• Short & Long description - Phase Tax Reporting- YYYY.QQ

The Definition tab indicates the reporting status. It can also be specified the associated category scenario and the start and end dates for the reporting.

Enter the following information:

• Version: refer to this document "BFC Admin Reporting set up per category and period" to get the category scenario version to be used
• Start & End Date: It can be specified the scheduled start and end dates. The reporting status depends on these dates. Enter a large range, e.g. January 1st of current year to Jan. 1st next year.

The Package tab defines the settings of the data entry environment for the packages.

Enter the following information:

• Windows and Internet folder: refer to this document "BFC Admin Reporting set up per category and period"
• Internet-specific folder: refer to this document "BFC Admin Reporting set up per category and period"
• Set-of controls: refer to this document "BFC Admin Reporting set up per category and period"
• Control level to be reached: LEV1 - This field needs a special attention, because if any the previous field is changed this one is deleted, always ensure it is filled properly.

• Blocking - Flag the option Blocking
• Apply to central manual journal entries as well - MUST NOT be flagged

Opening Balance data:

• Category: ACTUAL2 - as reference of Year End from previous year (no ACTUAL1-TAX at Year End)
• Data entry period: YYYY-1.12 - Inform the period which the opening balances are retrieved. Always December of previous year.
• Scope: SYENSQO-  includes consolidated companies.
• Variant: 2 - IFRS Norms.

The Restrictions tab defines the data entry restrictions which are applied when the data is entered.

The flow F00 (Opening Balances) must be informed in Read-only Flows, this way it will not be available for edition in the package.

Data entry restrictions SSCONSO.

The Operation tab defines the settings to publish the packages. 

In the Deadline it has to be informed the date that the packages will have to be published.

It has to be changed each quarter, according to date defined in the SYENSQO Finance Accounting Closing Calendar available in the SYENSQO GAR AODOCs Library.

The Translation tab defines the object descriptions for the selected language. 

Both French and English should be informed.

2.1.2 RU Organizer

In the RU Organizer we define the companies to be reported in the category.

Select the IG and IP packages in the RU Organizer module from category ACTUAL2 / previous period and copy (through the icon  or Ctrl+C). 

Change the period to the one that is being created and paste packages (through the icon  or Ctrl+V).

Then the reporting packages are created in RU Organizer module.

Note that the packages will have the status , meaning that they are still not available in the Package Manager module.

2.1.3 Package Manager

To make the reporting available in the Package Manager module, select all packages and with the right click choose "Generate Package at Current Site".

The package status changes to , meaning that the package are now available in the Package Manager module.

2.2 Hard Close (HC) Tax opening

Hard Close and Year End are managed under a single category ACTUAL2 and a single December period (yyyy.12).

2.2.1 Pre-load of package data

Hard Close Tax packages need to be pre-filled with:

• P&L data (L2018 schedule)
• Tax rates (T1-1-ACTUA2 schedule)
• both taken from ACTUAL2 09.YYYY

2.2.1.1 Tax Rates pre-loading => automated 

•  The pre-loading of Tax rates in schedule T1-1-ACTUA2 is automatically done through formula from ACTUAL2 Category Scenario:

• No action required

2.2.1.2 Export ACTUAL2 YYYY.09 packs (P&L data)

• Export massively the ACTUAL2 YYYY.09 packs for IG & IP companies* filtering on P&L  (“Accounts” filter to be used: HC-PL see content).

• File exported should be named as 09.YYYY ACT2 export.txt and saved in this folder - select the folder of the year 

2.2.1.3 Convert the exported file into the HC tax import file

From the exported file a new file must be created by save as and named as 12.YYYY ACT2 HC import.csv.

In this new file we need to clean/change some data as follow:

• Remove all lines for entities expected to leave the consolidation scope between October and Year End - list of companies to be confirmed from GAR team.
• Remove all lines where D_FL column are not F99; F99AJ; F99EX
• Remove all lines where T1 column is not empty
• Remove all lines where D_MARK and D_PMARK columns are not empty
• Remove all lines where D_PAYS column is not empty
• Remove all lines where D_MVTCA column is not empty
• Remove all lines where D_ZADM column is not empty
• Replace YYYY.09 by YYYY.12 in columns D_DP and D_PE
• Formatting of columns D_RU and D_ORU must be with 5 digits (to keep company codes under 5 digits and not to miss the “0”). Format cells of columns D_RU and D_ORU as Custom / Type "00000".

The import file should also be saved in this folder selecting the  folder of the year

2.2.1.4 Open ACTUAL2 YYYY.12 reporting period

Choose set of folders and controls applicable for HC Tax - refer to this document "BFC Admin Reporting set up per category and period"

Adapt the deadline for submission according to date defined in the Syensqo Finance Accounting Closing Calendar available in the SYENSQO GAR AODOCs Library

2.2.1.5 Insert Reporting Units and generate the packages

Select the reporting units from ACTUAL2 September (yyyy.09) excluding:

•  the MEQ (Equity method companies) excluded from Tax reporting
• entities expected to leave the consolidation scope between October and Year End - list of companies to be confirmed from GAR team.

Copy through the icon  or Ctrl+C:

Paste through the icon  or Ctrl+V:

2.2.1.6 Import the 12.YYYY ACT2 HC import.csv file (P&L data)

Note: Do not flag "delete first" in order to not delete the Tax rates preloaded by formulas. 

Note: do not flag Run controls or Publication.

2.2.1.7 Final checks on the P&L data imported and the pre-loaded Tax Rates

2.2.1.7.1 Massive Controls through Excel retrieves

In order to ensure that the data imported is correct BFC Admin must run and refresh the following Excel/BFC retrieval file which is comparing P&L and Tax rates in both ACTUAL2 packages: 09 and 12 periods => expected results : data are equal between both periods 

If there are companies entering the scope since the last time Excel file was updated, the following adjustments must be done in the Excel / BFC file:

• In tabs YYYY.12 TXxx HC F99 / YYYY.12 TXxx HC F00 / YYYY.12 ETxx HC F99 / P&L control per heading, add the lines for the reporting units that have entered the scope.

If there are companies that entered the scope after September and thus contributing to the HC reporting (while having no data on September), the following adjustments must be done in the Excel / BFC file:

• In tabs YYYY.12 TXxx HC F99 / YYYY.12 TXxx HC F00 / YYYY.12 ETxx HC F99, they should present a gap (HC data existing while empty in September) in control columns => insert just a comment in the file to justify the gap
• In tab P&L HC, add more columns to retrieve 12.YYYY data for the companies newly consolidated and confirm the difference in column CHECK is  equal to the total of companies newly consolidated. 

If there are companies that left the scope after September and thus not contributing to the HC reporting, the following adjustments must be done in the Excel / BFC file:

• In tabs YYYY.12 TXxx HC F99 / YYYY.12 TXxx HC F00 / YYYY.12 ETxx HC F99, they should present a gap (HC data empty while existing in September) in control columns => insert just a comment in the file to justify the gap
• In tab P&L HC, add more columns to retrieve 09.YYYY data for the companies that have left and confirm the difference in column CHECK is  equal to the total of companies leaving the scope. 

Companies entering or leaving the Solvay Group are registered in the following file Syensqo Structure file available in Syensqo GAR AODOC Library.

Link to the Excel/BFC retrieval file named "HC Opening check YYYY".xls stored in BFC Admin google folders selecting the  folder of the year

Tax rates check (tabs YYYY.12 TXxx HC F99 / YYYY.12 TXxx HC F00 / YYYY.12 ETxx HC F99)

P&L check (tab P&L HC):

P&L investigations if P&L checks do not match (tab P&L Control per given heading):

2.2.1.7.2 Selected controls directly in packages

Controls to be made consulting directly packages of the most significant companies:

• 02002 Syensqo SA
• 64220 Specialty Operations France
• 60327 Solvay Holding Inc

Open the related packages and consult P&L L2018 and each tax schedule to check that:

• Schedule T1-1-ACTUA2 "tax rates" is filled with data and other tax schedules are empty and ready for input;
• P&L schedule L2018 to check that data is filled

2.2.2 Creation of Consolidation definition 

• The consolidation definition for HC Tax should be created by a save as of ACTUAL2 09.yyyy / Variant 2.
• Scope and exchange rates from period yyyy.09 should be kept as latest known when HC Tax starts.

2.2.2.1 Consolidation automatic run

There is a task created to manage planned runs of HC consolidation - ACT2-HC-SYEN - that needs to be updated.

Definition - needs to be changed for current year 12.YYYY HC 

Task period of validity:  period of runs to be validated with GAR Tax reporting manager

2.3.1 Back up of Hard Close Consolidated data

After last run of Hard Close (ACTUAL2 YYYY.12 variant 2) done by GAR Tax Reporting manager (expected to be between Dec 10th and 15th), BFC Admin team save the last run under a variant 1 and lock it.

Control in Excel/BFC retrieves that P&L Conso Group Net Result variant 1 = variant 2  - link to the file named "HC Tax back up variant 1 check.xls" located in BFC Admin google folders selecting the  folder of the year

2.3.2 1st massive export of ACTUAL2 YYYY.12 packs reported during Hard Close process

BFC Admin exports massively (without any restriction on accounts, flows, etc) all the reported packs under a flat file (csv or txt)

File exported should be named as Backup ACT2-YYYY.12-HC-export.txt and saved in the  folder of the year

2.3.3 2nd massive export of ACTUAL2 YYYY.12 packs filtering on Rxxx headings

BFC Admin exports massively all the reported packs (filtered by R* Headings) under a flat file:

• using in the Export options filter CRR000-21 to extract only P&L Headings

Notes

• csv should be the format to avoid splitting a comment in separate columns in case there are commas in the text/comment 

Open the file in csv format to confirm all is OK (no empty or broken lines).

File exported should be named as  ACT2-YYYY.12-HC P&L export.csv and saved in the  folder of the year

2.3.4 Create the massive Import file with purpose of cleaning L2018 (P&L headings) schedule

BFC Admin to save the 2nd massive Export under a new document “Import file” named ACT2-YYYY.12-HC P&L import.csv. 

When opening the file into Excel (step after) and formatting text to columns do not forget to adjust the format of columns related to RU and ORU to TEXT to avoid to lose "0" in company codes (example 00001 becoming 1 without the "text" formatting)

Cleaning to be done:

2.3.5 Unlock massively the existing ACTUAL2 YYYY.12 packages 

Packages need to be unlocked to allow the massive import.

2.3.6 Import massively the “Import file” (from Step 2.3.4) to clean both P&L HC data and comments

Key points on Import options to be selected:

• Choose replace data (and not aggregate data)
• Choose “Yes, also import empty rows” 
• Import comments (to erase HC comments with empty cells)
• Do not reset to 0 the pack before import ! (not to erase Tax schedules)
• Activate the “run package rules” after import to get a saving of the packs and thus a saving of the P&L cleaning ! Only way to massively check that P&L cleaned using Excel/BFC retrieves.
• Do not activate the “Run controls” after import : by definition a lot of blocking controls would appear that could confuse the user opening beginning of January their YE pack

Download the Rejected data file and check that root cause if justified (calculated amounts, data not opened to import)

Expected rejected data are calculated data:

• F99AJ
• F99EX / D_TO=ORIG07-02
• F99 / D_T1=99999

2.3.7 Control that P&L set to 0 and that HC data still there in Tax schedules

2.3.7.1 Massive Controls through Excel/BFC retrieves

Objective of the check in Excel done on the full scope of companies but using PACK amounts:

• P&L accounts should all be at 0
• Tax rates should be still there

Link to the file named "Tax reporting - Move Hard close to Year End YYYY.xls" located in this folder selecting the folder of the year

If there are companies entering the scope since the last time Excel file was updated, the following adjustment must be done in the Excel / BFC file:

• In tabs "Tax rates F99" / "Tax rates F00"  / "P&L search on specific heading" add the lines for the reporting units that have entered the scope.

Companies entering or leaving the Syensqo Group are registered in the following file Syensqo Structure file available in SYENSQO GAR AODOC Library.

1) Check on P&L (tab P&L F99 F99EX F99AJ):

2) P&L investigations if P&L checks do not match (tab P&L search on specific heading):

3) Check on Tax rates (tabs Tax rates F99 & Tax rates F00):

2.3.7.2 Selected controls directly in packages

Controls to be made by opening the most significant companies:

• 02002 Syensqo SA
• 64220 Specialty Operations France
• 60327 Solvay Holding Inc

Open the related package and consult each tax schedule to check that Hard close data and comments are still there / consult P&L schedule L2018 to check that no data and no comment

Example, T3-3 Current income tax:

P&L (schedule L2018):

2.3.8 Switch set of folders and controls from HC to Year End ones 

In the following table (refer to this document "BFC Admin Reporting set up per category and period") are defined the Folders and Set of Controls to be used for each type of company in each Category and reporting period (monthly, Quarterly, Hard Close, Year-End):

Warning: Apply to central manual journal entries option MUST NOT be flagged

Adapt the deadline according to date defined for package publication in the Package Generation Planning file.

Regenerate all packages to get the application of the new folders / controls  / deadline

2.3.9 Publication and unlocking of packages

In order to clean the data at conso level the packages that have just been cleaned with the mass import must be published.

Publication has to be done by special permission, in most cases, since packages are not valid (having blocking controls).

Note it could happen that some packages, if not having tax data and thus no blocking controls, are published with standard mode and thus become locked. 

Once packages have been published, 12.YYYY conso SYENSQO / V2 needs to be run to clean data at conso level. 

2.3.10 Change package status to "Modified"

In order not to confuse end users, the package status must be changed from Published to Modified. 

Packages have been published almost empty (only tax schedules have data) in order to clean up the data at conso level.

The status should now be set back to modified by reimporting the file imported in section 2.3.6.

Note : Before launching the reimport, check that all packages are unlocked  and proceed packages unlockings if needed (case to happen on packages published by Standard mode in step 2.3.9)

Key points on Import options to be selected:

• Choose replace data (and not aggregate data)
• Choose “Yes, also import empty rows” 
• Do not reset to 0 the pack before import ! (not to erase Tax schedules)
• Activate the “run package rules” after import to get a saving of the packs and thus a saving.
• Do not activate the “Run controls” after import : by definition a lot of blocking controls would appear that could confuse the user opening beginning of January their YE pack

Check that all packages appear with modified status .

If some packages still appear as Integrated" then workaround to be applied

• open package and "Save". Close
• or if Save button is not available, open L2018 schedule and enter 0 amount in 1st line "R10000" heading and Save. Close

2.3.11 Add and create the MEQ (equity methods) packs

Adapt set of Folders and controls (refer to this document "BFC Admin Reporting set up per category and period") of Equity Methods (different from IG and IP companies) to Year End profile . Exception for company 66263 Hindustan Gum.

2.3.13 Generate all packages and final control

Check that package status is:

• “Modified” for IG and IP which took part to HC Tax process (consequence of the Import cleaning)
• “Empty” for MEQ and new added companies

Open the following packages (without any action or saving inside !) to check that F00 there in L7010 / Year end schedules there / P&L schedule L2018 with 0 data / Tax schedules still with data (IG and IP used during Hard close):

• IG 74249 Solvay USA Inc
• MEQ 73789 Solvay Manyar

L7010/F00:

Year end schedules:

END OF THIS PROCEDURE