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: 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



Attachments

8. Add the link to attachments or external links




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1. Objective and Scope

1.1. Objective of this Operation

Solvay Química is required to keep the accounting books in optical format because in 2003 it requested authorization from the IGJ to keep the books in that manner.


1.2. Scope

This implies additional obligations such as:

- Generate pdf books from SAP (format authorized by IGJ)
- Record the books on a CD on a monthly basis (with certain legends on the CD). Daily Book, VAT Purchase Book, VAT Sales Book.
- Put together a Summary Form with the information contained in each CD and the identification number of each CD. “Recording record”.
- Copy this spreadsheet at the end of the year in the Inventory and Balance Book after the Inventory.
- An accountant's report on compliance with the obligations to keep the books in this way is required annually.
- A public accountant's report on the validity of the process is required every two years.


2. Definitions

Definitions should be added in the Finance Glossary - Add definition and link it to respective Letter in Finance Glossary 

See Finance Glossary:

  • PF1


3. Tasks description

3.1. VAT Book

Go to SAP PF1_020 and login in "ES" - all reports are generated in Spanish.

SAP transactions to download the books:

Generate: ZGF_YAF20
Variant: IVA COMPRAS SQ
             IVA VENTAS SQ



It is important to review the "Initial sheet" must be correlative with the previous month. In addition, the path of the pdf file must be remembered in order to generate it later.

It can be rolled first in test and then in final, but the important thing is to know that once generated in final it cannot be generated again (finally, if in test).



Once it has been generated, you must exit the transaction and save the variant with the following month so that the variant remains for the following month: Important, remove the check mark from “Definitive execution” before saving the variant.



To generate pdf: S_ALR_87012369



The path of the source file of the previous transaction and the destination where the pdf is going to be saved are placed. The name of the file must be the same as what appears in Destination file, changing the month and the year of generation.

After executing this poster appears and the pdf is already generated:



For the Sales VAT Book, it is the same procedure.

The variant is: 

IVA VENTAS SQ

IVA VENTAS SOLVAY QUIMICA


...


3.2. Daily Book


Generate: ZGF_YAF21

Variante: SQ-DIARIO           LIBRO DIARIO - SOLVAY QUIMICA



To generate pdf: S_ALR_87012369


...


End of document.