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)

FBL3N;


Forms

7. Insert the links accordingly and change the link text with the Form name



Attachments

8. Add the link to attachments or external links

6402 - Chemplex Treasury Analysis



Previous operation << >> Next operation



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 Chemplex Treasury account reconciliation (57000400) in 6402 company in WP1 system.

This reconciliation is important for Chemplex controller to reconcile 6402 treasury account with SAGE system (Chemplex ERP) and post the entries in SAGE system to match with the 6402 account value.

1.2. Scope

Detail the scope (legal entities, etc.)

This procedure is applicable for 6402 company code monthly.

It is done on D+1 end of the day, and verified again on D+2 morning to check if something has posted in the account.

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 Get the Previous File and Data from SAP

3.1.1. I Check the Orders

Before start, make sure the cost centers in the range from 8938-2000 to 8938-3000 + 8938-6002 have 0 balance in KSB1. That means all reclassifications has been done correctly from cost centers to 57000400.

Make sure that the Chemplex orders below have been settled:

OG-CHEM-INS

3.1.2. I Get the Previous File and Update the Line Items

It is always used the file from previous month to maintain the continuity and the items categorization.


To get the file, you can check in the email, request it to Chemplex controller or get it in ARA tool.

Or you can download it from Gdrive folder 6402 - Chemplex Treasury Analysis

Go to transaction /BSAR/MENU, select "account overview" and execute (F8):

After that, include:

year;

previous month;

area = US64020

G/L Acct. - Single Reconc. = 57000400


Confirm it is updated with the correct attachment from previous month and download it to excel file.

3.1.3. I Get the Data from SAP

After getting the reconciliation file from previous month, go to transaction FBL3N and open the current month information using layout /CHEMPLEXTRE


Extract it to excel spreadsheet: list > export > spreadsheet


It will open a new excel file with the SAP information in it.

Go to next step without exiting the files.

3.2. I Update the Reconciliation and Send the File

3.2.1. I Update the Reconciliation

Save the data from the extracted from SAP in 57000400 reconciliation, tab data.

Include information in the column "month" and "group".

In column month, include the month of the data you extracted in SAP. It is valid for the current year, the previous years data include "Opening Balance" in this column.


In column group, you need to categorize the items into groups. Currently there are the following:

CASH TRANSFER - cash transfer between the Chemplex and 6402 (come from bank);
ENGINEERING - for the "SAHS Chemplex", engeneering hours appointed in the Chemplex projects;
HSE - the items on that category used to be transfered to Chemplex, but it is not transfered anymore;
INSURANCE - Settlement of the insurance orders, normally "US-CHEM-INS";
P CARD - P Card expenses related to Chemplex employees (identify by the doc header text) - the Chemplex payroll is processed in SAP and transferred by this process to Chemplex.
PAYROLL - Payroll expenses related to Chemplex employees (identify it by the doc header text = "PP*"; "bonus" and "IAS19") - the Chemplex payroll is processed in SAP and transferred by this process to Chemplex.
PROPERTY TAX - Property tax payments (identify it by the transaction code FB60);
SALES TAX - Sales & Use tax payments (identify it by the transaction code FB41 and the reference);
T&E - T&E expenses related to Chemplex employees (identify it by the doc header text = PP*) - the Chemplex payroll is processed in SAP and transferred by this process to Chemplex.
MISCELLANEOUS - IFRS16 costs transfer, correction, impairment, etc. 
BONUS ACCRUAL - Bonus Y-1 reversal after the payment  in April;


For Herman items, it is included "Herman" in the beginning of the category. We need to separate Chemplex and Herman because in Sage it is posted in different plants.


After the item categorization, update the pivot table in tab "Pivot" to get the new data source. The current month will appear.

Check if the month balance and the total balance account matches with SAP in FS10N transaction.

3.2.2. I Update the Property Tax by County

The Chemplex controller needs to see the value of the property tax by county. So it is delivered an excel file with this information.

To do that, go to FBL3N current month line items with the same layout /CHEMPLEXTRE, filter by the "transaction code" FB60 to get all the property tax lines of the month.

Include the Offset account in the layout and extract the data.


In the excel file, include a column for "County" and include the name of the vendor account in this column that you will see in the SAP document or in transaction FK03 when include the offset account.

Make a pivot table showing the value by county:

Save it.

3.2.3. I Send the Reconciliation and the Property Tax by County

Send both files to Chemplex controller Lara Mason (lara.mason@solvay.com) by email with subtitle "Chemplex - MM.YYYY Closing - Treasury D1".


Check the account on D+2 after the cycles to P&L run. If the value changes, then update the reconciliation with the new postings and resend to Chemplex controller.

If the values do not change, then advise the Chemplex controllers that the D1 file is the final number.

End of document.