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)



Forms

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

Chemplex Payroll MM.YYYY Template

JE 7424 - Chemplex Payroll Template


Attachments

8. Add the link to attachments or external links

Chemplex Payroll File and JE



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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 Payroll report and journal entry from cost centers and balance sheet to treasury loan account that 7424 has with Chemplex.

1.2. Scope

Detail the scope (legal entities, etc.)

This procedure is applicable to 7424 in WP1 system.

It is done normally on D-2 or D-1 after the payroll is processed.

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 Separate the Chemplex Payroll Report from 7424

3.1.1. I Separate the Chemplex Payroll Report from 7424

After doing the 7424 payroll report (explained in another procedure), it needs to be separated in another file what is related to Chemplex costs, which are the cost center range 0249-3901 to 0249-3915.


To do that, filter in the payroll report file the column cost center everything in this range: 0249-3901 to 0249-3915.

Include in another file which template is Chemplex Payroll MM.YYYY Template and include in tab data.

*This file contains a password as the information in it is confidential.

3.1.2. I Understand the Template File

The template have different tabs:

  • Tab Data
    • used to allocate the data from payroll in its pure form;
  • Tab Payroll
    • There is a pivot table that shows the payroll values by account and cost center. The pivot table is set up as below:

  • Tab Payroll Accrual
    • There is a pivot table that shows the payroll accrual, which is reversed in the next month. It filters the account 98320102 (payroll) and 98320204 (fringe). The pivot table is set up as below:

  • Tab Bonus
    • There is a pivot table that shows the bonus accrual and the fringe on it. It filters the accounts 98320141 (bonus accrual non-cadre), 98320146 (bonus accrual Cadre) and 98320229 (fringe 15%). The pivot table is set up as below:

  • tab Payroll Date
    • There is a pivot table that shows the payroll by payroll date. It is only informative. The pivot table is set up as below:

  • tab Bonus Details
    • There is a pivot table that shows the bonus accrual for each employee. The pivot table is set up as below:

3.1.3. I Send the File to Chemplex Controller and CAM

Send it to Chemplex controller and CAM by email. The subject can be "Chemplex Payroll File Month YYYY".

3.2. I Prepare and Post the Journal Entry

3.2.1. I Prepare and Post the Journal Entry

Some values need to be transferred to Chemplex Loan account 57000400.

You can use the template JE 7424 - Chemplex Payroll Template

*Make Sure to do it after the IAS19 cycle execution as it impact on the cycle. It is executed on D-2 by SUFAC team. 

*Be careful with the values and posting key.


  • JE Item 1 - Reclass payroll

To reclass the payroll, go to tab "Payroll" in the previous file and you need to transfer the value from the cost center to the trasury accounr 57000400.

It is better to zero by account + cost center in the P&L side and sum up by cost center in the 57000400 side.

To help on that, in column E, which is hidden, there is a formula to bring the correct posting key per line. It needs to be a debit 40 if the amount is negative and a credit 50 if the amount is positive.


In the below example, the values in the cost center 0249-3901 are being transferred to 57000400 account by account and onli one line as counter part in 57000400 with the text 0249-3901 (to identify it came from 0249-3901).

In addition, the Transaction type used in account 57000400 should be: F20 (increase) if it is a credit (posting key 50) and F30 (decrease) if it is a debit (posting key 40).

Do the same for the other cost centers. It can be done in the same item, but be careful to not mess the things up.

The justification can be the cost center range in WP1 in transaction KSB1, and filter the document header text with "PP*" to get everything that comes directly from payroll.

After the posting, check the cost centers and check if the PP* documents + your entry is netting to zero.


  • JE Item 2 - Reclass Chemplex Payroll Bonus Accrual from balance sheet

The values form item number 2 can be found in tab "Bonus".

Be careful, because the accounts showing in the tab Bonus is the P&L part. It has been reclass in the previous item. So, we need to reclass the balance sheet part as below:

account 98320141 its counterpart in the balance sheet is 42900503 (bonus non-cadre)
account 98320146 its counterpart in the balance sheet is 42900504 (bonus cadre)
account 98320229 its counterpart in the balance sheet is 43900414 (fringe on bonus 15%)


Below is the example how the journal entry needs to be prepared. Notice that to zero the balance sheet accounts, it needs to be posted a debit (40) on them, because the original document is posted as a credit (50).

In addition, the Transaction type used in account 57000400 should be: F20 (increase) if it is a credit (posting key 50) and F30 (decrease) if it is a debit (posting key 40).

The justification can be the pivot table in tab "Bonus".


  • JE Item 3 - Reclass the Payroll accrual and its reversal from previous month.

The values form item number 3 can be found in tab "Payroll Accrual".

Be careful, because the accounts showing in the tab Payroll Accrual is the P&L part. It has been reclass in the previous item. So, we need to reclass the balance sheet part as below:

account 98320102 its counterpart in the balance sheet is 42900110 (payroll accrual)
account 98320204 its counterpart in the balance sheet is 43900202 (fringe on payroll accrual)


Below is the example how the journal entry needs to be prepared. Notice that it is being posted the previous month reversal accrual first and after is the accrual for the month, so pay attention in the posting keys.

In addition, the Transaction type used in account 57000400 should be: F20 (increase) if it is a credit (posting key 50) and F30 (decrease) if it is a debit (posting key 40).

The justification can be the pivot table in tab "Payroll Accrual":

After preparing it, post it by the applicable tool.


After posting it, check the posting in SAP to guarantee everything was correctly posted.

End of document.