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

Responsibility area: N/A

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

The purpose of this document is to provide the guidelines to gather necessary data for payroll recharge invoice, clear the accounts


1.2. Scope

This process is for NAM Composite Materials business companies (Ex Cytec NAM companies) – to complete the payroll recharge process.


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

In NAM Composites business the payroll gets paid centralized from Co 7008 and the payroll data related for each company also are being posted to each company. In order to recharge the correct amount of money from sites to Co 7008 and to get the payroll posted the recharge invoice has to be created. And to ease the posting process for AP as the invoice is received – all the costs from different accounts and cost centers have to be reclassified to one account which is later offset by AP invoice.

3.1. Collecting data and billing request preparation

3.1.1. Prepare calculation file:

Co 7188: PAYROLL BILLING 

Co 7180: PAYROLL BILLING TO 7008

Copy paste previous month’s file “WP1 download for PR Billing MM.YYYY” and rename it to current month.

3.1.2. Collect data from SAP

Check before calculation:

Check account 47800109 - there shouldn't be anything PR related. If anything appears as uncleared - contact CAM and clarify if this should be reclassed for the closing.

Go to SAP tcode FBL3N, choose variant

Co 7188: /PR BILL 7188 (short descr. 7008 Payroll Billing 7188)

Co 7180: /PR BILL (short descr. 7008 Payroll Billing 7180)

Update the dates in section “All items” to see the previous months this year to check if anything has been posted after deadlines to be cleaned up. 

If the accounts are okay, go back and update the dates in section “All items” to the current month.

Execute


  • Check if column Document Type is H0 (H0-automatic, H1-manual adj)

For Co. 7180 documents KR are okay for:

  • PR Labor Alliance Managed Trust Fund, 
  • PR for Feb Payment of Orange Union Pension Contri


Check if any other document types appear and if they are okay to be in these G/L accounts (should be billed to Co. 7008), if not reclass to correct account (ask CAM Diann Shiver if you cannot indicate the correct G/L account).

For Co. 7180 check G/L 47800109 that there are no H0 postings made, if there is anything, write to CAM Diann Shiver (do not continue with the billing process while it is not cleaned).


  • Check that the column Cost Center is 7180-7052 (Co. 7180) or 7188-7052 (Co. 7188).

If any other CC appears, check the posting and clarify with CAM Diann Shiver - an entry will be needed.


  • Download the report to excel: List/ export/ spreadsheet

3.1.3. Prepare calculation

  • Copy paste the data in the file “7180 WP1 download for PR Billing MM.YYYY” in the tab MM.YYYY columns A-R.

Columns S-U contains formulas which should not be adjusted.

  • Check balance of previous month if there haven’t been any additional postings to accounts after PR reclass was performed (check balance as at last day of previous month - if it is 0 - all good, if open balance on the last day month in any of the accounts then we must include it in the recharge)

  • Check tab “posting“ change the Assignment to current month in cell K2.

  • Update formula in cell P3. Check if cell P6 is zero.

  • Copy paste the data from tab “posting” to Posting template file and upload it to SAP by using tcode ZZF_POSTING_FILE.

  • After the posting check that all the accounts are zero in SAP and the total balance is located in the G/L 42999998.

  • Go back to the Gdrive folder and download the file “PR MM.YYYY - Co 7180 WP1”, rename it to the current month.

  • From the file “WP1 download for PR Billing MM.YYYY” current month data from SAP - filter out the yellow lines (total amount for each account) and paste it to the file “PR MM.YYYY - Co 7180 WP1” tab “Sheet1”.

  • In tab “Input” update the header data, cells B8-B12

Check at the bottom cell E45 that it is zero:

Double check that the amounts identified in B48 and B49 are the same as the total balance you have now in the G/L 42999998.

3.1.4. Share and clear

  • When the file is ready send it to the Co. 7008  Fin Ops Specialist who is responsible for it.
  • After postings you can go to SAP and clear each account by using F-03.
  • After the invoice is booked by the ICO LISBON team, clear the account 42999998 as well using F-03.


End of document.