1. Objective and Scope
The purpose of this document is to describe the monthly process to update "reel" exchange rates in BFC.
2. Quantum files
Quantum is the Treasury system managing centrally Solvay official exchange rates and distributing them across the SAP applications.
On the last working day of the month, Quantum (QUANTUM-Solvay@avantgardportal.com) automatically sends 4 emails (one per each file) to BFCAdmin-ext@solvay.com with the following subjects:
- QUANTUM : YYYY.MM Rates Interface for BFC contains YYYY.MM_BFC_Rates_Interface_FromQT.txt file
- QUANTUM : YYYY.MM Monthly Rates for BFC contains YYYY.MM-BFC_MonthlyRates_FromQT.xls file
- QUANTUM : YYYY.MM Quarterly Rates for BFC contains YYYY.MM-BFC_QuarterlyRates_FromQT.xls file
- QUANTUM : YYYY.MM Year's Rates for BFCcontains YYYY.MM-BFC_YearRates_FromQT.xls file
3. BFC upload
The file YYYY.MM_BFC_Rates_Interface_FromQT.txt received from Quantum has the correct format ready to be uploaded in BFC.
3.1 Create REEL YYYY.MM table in BFCTop
Before being able to upload YYYY.MM reel exchange rates from the txt file we need to create the table in BFC.
From the previous period do a Save as.
Save the new table 
and close.
Open the new table
Select all lines, except the frozen rates, and press DELETE to erase previous month rates.
3.2 Import Quantum file
Import YYYY.MM_BFC_Rates_Interface_FromQT.txt file into BFC.
6 lines expected to be rejected: Currency CNH not created in BFC table.
Save the table
3.3 Run excel retrieval file to check consistency
Before piloting the exchange rates table to BFCProd it is recommended to run a consistency check on the rates just uploaded into BFCTop.
Excel retrieval file - Exchange Rates checks.xls - is saved in this folder:
How to proceed with these checks:
- Update period in cell C1
- Connect to FCPtop and refresh the file
From column E to J there's a retrieve of what we've just uploaded into BFC with the interface file.
In columns M and N there's a comparison of TO (Op. Rate) and TCN-1 (closing rate) with Dec. Y-1 TC and TMN rates. No differences are expected.
In columns P and P there's a comparison of TCN-1 (Closing Rate N-1) and TMYN-1 (Aver. Rate N-1) with TC and TMN homologous period rates. No differences are expected.
In Columns V and W there's a calculation of the TC and TMN variation (%) compared to previous month.
There's a conditional formatting in these cells: variations >= or <= than 50% are highlighted in red and those cases should be communicated to GAR Conso team by email as a warning message.
3.4 Pilot to FCProd
To pilot REEL exchange rates we should use Task EXPL-ADMIN.
4. Aodocs file update
Besides BFC update, BFC Admin is also in charge of updating the yearly exchange rates file published in Aodocs.
The information received in the 3 files from Quantum (Monthly, Quarterly and Yearly rates) are in the exact same format as the 3 tabs in Aodocs file and therefore only a copy/paste is necessary.
Open the Exchange Rates YYYY file in Aodocs
From Quantum file YYYY.MM-BFC_MonthlyRates_FromQT.xls copy the last column to Aodocs file tab Monthly calculation
From Quantum file YYYY.MM-BFC_QuarterlyRates_FromQT.xls copy the last column to Aodocs file tab Quarterly calculation
From YYYY.MM-BFC_YearRates_FromQT.xls copy the last 2 columns to Aodocs file tab Year rates
Once the 3 tabs of Aodocs file have been updated close the file (changes are automatically).
5. Communication
Once exchange rates have been piloted to FCProd and Aodocs file has been updated, BFC Admin should communicate to Solvay's Finance community and external partners that exchange rates are available in BFC and can be accessed trough Aodocs file.
The distribution lists are updated in this file BFC exc.rates file contacts and 2 separate emails should be sent: One to Solvay contacts and a second email to external partners.
Mail to Solvay contacts (link to Aodocs file):
Mail to external partners (Aodocs file sent in attachment):
