1. OBJECTIVE AND SCOPE

This procedure describes the Tax Reporting process in BFC and the further actions required.

Tax data collection is requested for fully and proportionally consolidated companies on March, June and September trough ACTUAL1-TAX packages, on October (Hard Close) and December trough ACTUAL2 packages.  

BFC Admin team is in charge of the reporting set-up and package generation as well as the pre-loading of the packages trough excel (csv) files.

 

2. REPORTING SETUP

2.1 ACTUAL1-TAX (March, June and September)

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 2022.03, so the Reporting ID to be entered as reference is ACTUAL1-TAX - 2021.09.



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

Enter the following information:

  • Category - ACTUAL1-TAX
  • Data entry period - 2022.03
  • Short & Long description - Phase Tax Reporting- 2022.03


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: ZZA2103
  • 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: PROJ-ETR - The documents that will be available for the company in this phase.
  • Internet-specific folder: PROJ-ETR - The documents that will be available for the company in this phase.
  • Set-of controls: TAXCTR - The controls that are set to check the package data for this phase.
  • 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.

Opening Balance data:

  • Category: ACTUAL2.
  • Data entry period: YYYY-1.12 - Inform the period which the opening balances are retrieved. Always December of previous year.
  • Scope: SOLVAY14- This scope is taken into account just the consolidated companies.
  • Variant: 2 - This information is related to the consolidation rules, in this instance is the variant 2, which considers the IFRS Norms.



In the following table (Reporting Set-up   ) are defined the Folders and Set of Controls to be used for each type of company in each Category.


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 Calendar available in the 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.




Before Generate the packages to the Package Manager module, ensure that all the companies are with the correct Consolidation Method (column Entity Portfolio), and if any company needs either to be added or deleted.


Companies entering or leaving the Solvay Group are registered in the following file Solvay Structure.


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.


2.1.4 Pre-load of package data

In order to facilitate CAMs work, BFC Admin pre-loads the tax rates in schedule T1-1, flow F99, as follow: 

ACTUAL1-TAX  03.YYYY = 12.YYYY-1 (ACTUAL2)

ACTUAL1-TAX  06.YYYY = 03.YYYY

ACTUAL1-TAX  09.YYYY = 06.YYYY

This pre-loading consists in a manual procedure of export and import package data trough csv files. 

2.1.4.1 Download package data

To pre-load March, 12.YYYY-1 (ACTUAL2) package data should be extracted to csv file.

 Select all packages and Export.


Select the destination folder and name the file following this rule:

ACT2 T1-1 12.YYYY-1 export.csv   (data to pre-load 03.YYY)

ACT1-TAX T1-1 03.YYYY export.csv  (data to pre-load 06.YYY)

ACT1-TAX T1-1 06.YYYY export.csv   (data to pre-load 09.YYY)




In order to extract only the Tax rates accounts we must restrict the selection by using filter TXA0015 on account dimension and flow F99.

Files should be saved here:

https://drive.google.com/drive/folders/1bCP53W8tgw1KP2LVrXtf0k3LSbpq4nye

Check the import Status and Finish.


Exported files should be saved here:

https://drive.google.com/drive/folders/1bCP53W8tgw1KP2LVrXtf0k3LSbpq4nye


2.1.4.2 Prepare the import file

From the export file do a Save as to a new file and name it following this rule:

ACT1-Tax YYYY.03 - T1-1 import.csv

ACT1-Tax YYYY.06 - T1-1 import.csv

ACT1-Tax YYYY.09 - T1-1 import.csv



In the new import file we need to REPLACE:

  • dimension CA ACTUAL2 by ACTUAL1-TAX
  • both dimensions DP and PE with the period we want to import.






To avoid data rejection in the import we also need to format cells of columns D_RU and D_ORU as Custom / Type "00000".


Files ready to be imported should be saved here:

https://drive.google.com/drive/folders/1bCP53W8tgw1KP2LVrXtf0k3LSbpq4nye







2.1.4.3 Import the file

In Package Manager open File menu and select Import.










Select Replace


Indicate the path to the file to be imported 



Check the data to be imported in Preview mode


DO NOT select checkbox Publication and select Import.



Check the import Status and Finish.


Package Status should be Modified 


2.1.5  Communication End users and GAR process owner

Once all packages have been generated, pre-loaded and status checked an email should be sent to Tax Reporting Manager informing that Tax packages are available. 



In BFC web a message on the Homepage should be created 








2.2 Hard Close 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

2.2.1.1 Export ACTUAL2 YYYY.09 packs

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


File exported should be named as 09.YYYY ACT2 export.txt and saved in this folder: 

https://drive.google.com/drive/folders/1nsMddg06K3TwHB2L0IAY6VNR9y9a_CCD



2.2.1.2 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:

https://drive.google.com/drive/folders/1nsMddg06K3TwHB2L0IAY6VNR9y9a_CCD

2.2.1.3 Open ACTUAL2 YYYY.12 reporting period

Choose set of folders and controls applicable for HC Tax - available in reporting set up table Reporting set up

Adapt the deadline for submission according to date defined in GAR calendar 


2.2.1.4 Insert Reporting Units and generate the packages

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

  •  the MEQ (Equity method companies) 
  • entities that might have left the conso scope from September and in a near future - this is subject to confirmation from GAR team (Anne Calicis)


Copy through the icon  or Ctrl+C:


Paste through the icon  or Ctrl+V:


2.2.1.5 Import the 12.YYYY ACT2 HC import.csv file

Consult and check the type of rejected data - Should be only calculated data

2.2.1.6 Final checks on the data imported

2.2.1.6.1 Massive Controls through Excel retrieves

In order to ensure that the data imported is correct BFC Admin must run the following excel retrieval file which is comparing P&L and Tax rates in both ACTUAL2 packages: 09 and 12.

If there are companies leaving the scope the following adjustments must be done in the excel file:

  • In tabs YYYY.12 TXxx HC F99 / YYYY.12 TXxx HC F00 / YYYY.12 ETxx HC F99 remove the lines for the reporting units that have left the scope.
  • In tab P&L HC, column CHECK should only show differences in case there are companies that have left the scope. In this case, add more columns to retrieve 09.YYYY data for these companies and confirm the difference in column CHECK is  equal to the total of companies leaving the scope. 

Link to the excel retrieval file:

https://docs.google.com/spreadsheets/d/1oW1NiskiqqzItybbcWmzLNS5qW7lULHP/edit?usp=sharing&ouid=101127428078004514097&rtpof=true&sd=true

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):


2.2.1.6.2 Selected controls directly in packages

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

  • 00001 Solvay SA
  • 04274 Rh Operations
  • 57230 Solvay France

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

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



 

2.2.2 Conso 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 09 should be kept as latest known when HC Tax starts.


2.2.3 Communication End users and GAR process owner

A global message has be set up to be displayed in WEB BFCProd Homepage letting BFC users know that HC Tax packages are already available.













An email has be sent to the Tax Reporting manager in GAR (Anne Calicis) informing that packages have been generated and conso created.













 2.3 Switch from Hard Close to Year End 

2.3.1 Back up of Hard Close Consolidated data

After last run of Hard Close (ACTUAL2 YYYY.12 variant 2) done by conso team (Anne Calicis), BFC Admin team save the last run under a variant 1 and lock it.





Control in Excel retrieves that P&L Conso Group Net Result variant 1 = variant 2 





2.3.2 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 this folder: 

https://drive.google.com/drive/folders/1xDLIoXicMY1eR4oZSjmBcjmOteXpM6gx

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

Notes

  • txt 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 this folder: 

https://drive.google.com/drive/folders/1xDLIoXicMY1eR4oZSjmBcjmOteXpM6gx

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

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

Cleaning to be done:

Remove all lines with flow (D_FL column) F00 and C01

Why ?

-F00 is the opening generated by BFC  - can not be imported

Keep flow F99AJ even if it is expected to be rejected during import as calculated data

Why to keep ? to avoid too many deletion of lines

Keep lines with partner (T1) S9999 , even if expected to be rejected during import as calculated data

Why to keep ? to avoid too many deletion of lines

Keep  lines with flow F99EX (even if some of them will be rejected during import as calculated by BFC)

Why to keep ? not easy to guess which ones to be kept or removed - safer to keep all

Check that detailed analysis dimension such as SITES / PAYS / MARK / CGU/ T2 / YEAR…) are empty


Replace for all remaining lines amounts (P_AMOUNTS column)  by 0

This is the way to set the P&L to 0 and to erase the HC P&L

Replace for all remaining lines comments (P_COMMENTS column) by empty cells

This is the way to erase the HC P&L comments

Save and close the file.

Warning check that coding of companies kept with 5 digits (example: company SSA is coded “00001” and not transformed to “1”



2.3.5 Unlock massively the existing ACTUAL2 YYYY.12 packs 

Packages need to be unlocked to allow the massive import.



2.3.6 Import massively the “Import file” 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 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




File rejected data should be saved in this folder: 

https://drive.google.com/drive/folders/1xDLIoXicMY1eR4oZSjmBcjmOteXpM6gx




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 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


check on P&L (tab P&L F99 F99EX F99AJ):


check on Tax accounts (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:

  • 00001 Solvay SA
  • 04274 Rh Operations
  • 57230 Solvay France

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: status OK / NOK

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 ( Reporting set up) 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):














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


2.3.9 Add and create the MEQ (equity methods) packs

Adapt set of Folders and controls of Equity Methods (different from IG and IP companies) to Year End profile . Exception for company 66263 Hindustan Gum.



2.3.10 Create packages for companies entering in the conso scope

Check also the list of IG / IP / MEQ versus November ACTUAL2 reporting one (in case companies have entered in the scope in November, after the launch of HC Tax).

Companies entering or leaving the Solvay Group are registered in the following file Solvay Structure.

2.3.11 Generate all packages and final control

Check that package status is:

  • “Integrated” and “Unlocked”for IG and IP without P&L
  •  “Modified” for IG and IP used during 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 04274 Rh Operations
  • MEQ 00134 Solvay Peroxidos


L7010/F00:



Year end schedules: