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

This document explains the carry out of the update and upload the Foreign Currencies for Brazil Companies using the information available in the "Banco Central do Brazil".


1.2. Scope

This procedure applies to Brazil Companies in WP1 and PF1.


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

For legal reason is necessary to update the system with the rates from "Banco Central do Brazil". The exchange rate defined in PF1/WP1 cannot be used for other companies.

This procedure describes:

  • How to get the exchange rate in the website of "Banco Central do Brazil."
  • How to input the data in SAP - transaction ZRATEMOD / /PWS/ZYCIT174
  • How to check if exchange rates are right -transaction : ZRATE / /PWS/ZYCIT174
  • How to save the report image - transaction: OB08 / /PWS/ZYCIT174


4. Periodicity

The exchange rate should be updated performed every working day at 09 a.m. in Curitiba time, using the rate of the current working day.

For the closing monthly rate, it should be performed every first day of the current month.

These process is described in detail in the sections below. 


5. I update the rate - Daily.

5.1. COMEX.

5.1.1. I CHECK THE DATA.

Since this procedure is supposed to occur automatically everyday, the first thing to be done is verify if the data was updated by the job, in transaction /PWS/ZYCIT174 and check if it is correct. 

5.1.1.1. I retrieve the data.

Access the website: https://www.bcb.gov.br/estabilidadefinanceira/historicocotacoes

Click on the 2nd option of quotes, then click on search,

Download the file to the desktop, open the file, and press CTRL+C ,copying all the information.



5.1.1.2. I update the file: Conferência TAXA COMEX - 2021_2022.

When opening the CONFERENCIA TAXA COMEX - 2021_2022 Conference worksheet, open a new tab and name it with the date of the current day and after that, paste the copied information. 

Click on the RESUMO tab and insert a column after the last column, change the date of the first line, consequently the second line will also change, in the third line change the date in the formula and click on it and drag to the last line to be filled in the column, so the information will be fed correctly.

5.1.1.3. I check the exchange the rate.

Go to SAP (WP1) in transaction: /N/PWS/ZYCIT174:

Click in SELECTION, BY CONTENTS:


Select TAXES BEGIN VALIDITY


Insert the date of the day.


When the rates appear, give a PRINT.


Save the report image, paste it in the tab RESUMO of the CONFERENCIA TAXA COMEX - 2021_2022 spreadsheet.


After pasting the print in the CONFERENCIA TAXA COMEX - 2021_2022 worksheet, check the WP1 values with the information provided by the Central Bank of Brazil website.


In this case, as they are the same, the job ran correctly, and the task is complete.

But, in some cases, the job, did not work properly, so you should correct the data.

5.1.2. I CORRECT THE DATA - If necessary.

If the job did not run automatically, you should perform the task manually.

Go to SAP (WP1) in transaction: /N/PWS/ZYCIT174:

First, click in "Display > Change", and then in "New Entries";

Now, you have to fill the spaces in SAP to update the rate:

  • The first field to be filled in SAP is "country key". ( For Brazil, it is "BR".)
  • The second field to be filled is the "convertion code" can be found in the file from the Banco Central, in the "B" column, for example, the USD rate.
  • The third and fourth field "Taxes Begin Validity" and "Tax Final Validity" should be the same, and it should be the present day.
  • The "Descript." column is optional, but it can be filled with the name of the currency you are updating.
  • The last column, "Convertion Tax" should be filled with the same value of sell found in the file from Banco Central,  represented by the "F" column;



Since the data is corrected, save the changes in  image.

Perform the same for all the currencies that should be updated automatically, but were not updated.


After the data is corrected and uploaded, you need to advise the Costumer Service from Brazil that the rate were not updated automatically, so they can check if there is any exchange rate error on previous billings. You can contact them via e-mail (CS.MercadoInterno@solvay.com) warning that there was an error on the automatic update.

You may also find necessary to contact the IS team to check why the job did not run, so you can contact Thiago Rodrigues (tiago.rodrigues@solvay.com) and also Nathalie Irtani (Nathalie.Irtani@solvay.com).

5.1.3. I DELETE THE WRONG DATA - If necessary.

If the job did not work properly and some rates were wrongly posted, select the line you may delete and click in delete;

Save the changes in image and perform the 4.2 to post the correct rate.

Exchange rate data for BR (Brazil) is fed daily into the spreadsheet: TAXA COMEX 2021/2022 below links to access if a conference is needed:

https://docs.google.com/spreadsheets/d/1CQPyvR3PXRvSz7lzuofFFoGPB-0N6n9v_j4H6kuAnv0/edit#gid=620428721



5.2. LBRD - PF1 - Daily

5.2.1. I update the file: Conferência OB08 - TAXAS BRASIL - 2021_2022

When opening the worksheet Conference OB08 - TAXAS BRASIL - 2021_2022, open a tab and name it with the date of the last day and paste the information taken from the bank's website, after that click on the LBRD tab and insert a column after the last column, change the date of the first row, consequently the second row too will change, in the third line change the date in the formula and click on it and drag to the last line to be filled in the column, so the information will be fed. Set the column parameters in the same way as the column last day.


I go to SAP to check if the rates are correct.

5.2.2. I check the exchange rate - Daily

Access SAP: in TRANSACTION OB08


SELECTION, BY CONTENT


Select VALID FROM ( LAST DAY and EXCHANGE RATE TYPE (LBRD)

When the rates appear, check if they are correct based on the tab of the respective consultation day, checking if the values in the last column match the values of the report presented. If everything is ok, give a PRINT.


Save the report image, and paste it into the Conferencia OB08 - TAXAS BRASIL – 2021_2022 worksheet, on the LBRD tab.



5.3. LBRD - WP1 - Daily

5.3.1. I update the file:  Conferência OB08 - TAXAS BRASIL - 2021_2022

When opening the worksheet Conference OB08 - TAXAS BRASIL - 2021_2022, check if it already has a tab with the last day date, and also if a column has already been inserted in the LBRD tab after the last column. If you already have the information entered and configured, just check the information, if you don't have the information, fill it in the same way for PF1 conference.

5.3.2. I check the exchange rate - Daily

Access SAP: in TRANSACTION OB08


SELECTION, BY CONTENTS


Select VALID FROM ( last day) and EXCHANGE RATE TYPE (LBRD)


When the rates appear, check if they are correct based on the tab of the respective consultation day, checking if the values in the last column match the values of the report presented. If everything is ok, give a PRINT.


Save the report image, and paste it into the Conferencia OB08 - TAXAS BRASIL – 2021_2022 worksheet, on the LBRD tab.



5.4. LBRR - PF1 - Daily

5.4.1. I update the file: Conferência OB08 - TAXAS BRASIL - 2021_2022

When opening the worksheet Conferencia OB08 - TAXAS BRASIL – 2021_2022, open a tab and name it with the date of the last day and paste the information taken from the bank's website, after that click on the LBRR tab and insert a column after the last column, change the date of the first row, consequently the second line will also change, in the third line change the date in the formula and click on it and drag to the last line to be filled in the column, so the information will be fed. Set the column parameters in the same way as the current day column.


Run the transaction ZRATEMOD (system PF1) in order to upload to SAP the Exchange Rate. 

In the transaction insert the following information: 

  • "Valid From" – Enter the date of the last business day.

  • "From Currency" – The rate is updated for the following currencies: CAD, CHF, EUR, GBP, JPY, and USD.

  • "Exch. Rate type" – The type of rate to be modified: LBRR.


Press enter;
The system will inform the actual rate. 
After that is necessary just to press  and  . The new rate will be assumed by the system:

Do the same process for CAD, CHF, EUR, GBP, JPY, and USD.

5.4.2. I check the exchange rate

Access the transaction: ZRATE

In the transaction, insert the following information:

  • "DATE" – Enter the last day exchange rate.

  • "From Currency" – The rate is updated for the following currencies: CAD, CHF, EUR, GBP, JPY, and USD.
  • "To Currency" – The currency for Brazil is BRL 

  • "Exch. Rate type" – The type of rate to be modified: LBRR.

And check that the rates are updated correctly.

After verifying that the exchange rates are correct, access transaction OB08, save the report image and paste it into the Conferência OB08 - TAXAS BRASIL - 2021_2022 worksheet.


Access SAP: in TRANSACTION OB08


SELECTION, BY CONTENT


Select VALID FROM (LAST DAY and EXCHANGE RATE TYPE (LBRD)


When the rates appear, check if they are correct based on the tab of the respective consultation day, checking if the values in the last column match the values of the report presented. If everything is ok, give a PRINT.


Save the report image, and paste it in the Conferencia OB08 - TAXAS BRASIL – 2021_2022 worksheet, on the LBRR tab.


5.5. LBRR - WP1 - Daily

5.5.1. I update the file: Conferência OB08 - TAXAS BRASIL - 2021_2022

When opening the worksheet Conference OB08 - TAXAS BRASIL - 2021_2022, check if it already has a tab with the last day date, and also if a column has already been inserted in the LBRR tab after the last column. If you already have the information entered and configured, just check the information, if you don't have the information, fill it in the same way for PF1 conference.


5.5.2. I check the exchange rate - Daily

Access SAP: in TRANSACTION OB08


SELECTION, BY CONTENTS


Select VALID FROM (LAST DAY) and EXCHANGE RATE TYPE (LBRR)


When the rates appear, check if they are correct based on the tab of the respective consultation day, checking if the values in the last column match the values of the report presented. If everything is ok, give a PRINT.


Save the report image, and paste it in the Conferencia OB08 - TAXAS BRASIL – 2021_2022 worksheet, on the LBRR tab.


6. I update the rate - Monthly.

6.1. I RETRIEVE THE DATA

Access the website: https://www.bcb.gov.br/estabilidadefinanceira/historicocotacoes

Click on the first option of quotes, enter the start and end date of the last month, and choose the currency, then click on search. Do this for the following currencies: USD(Dollar), EUR(Euro), CAD(Canada Dollar), GBP, JPY(Yen), CHF(Swiss Franc). Each time will generate a file, download it to the notebook.

6.2. LBRS - PF1 - Monthly

6.2.1. I update the file: TCURR-LBRS MENSAL 2022

Open the spreadsheet: TCURR-LBRS MENSAL 2022.  Create a copy of the last month , open it and delete all the information to insert the information for the desired month.

Open the downloaded file in the notebook, select and copy the information from columns A(date), C(type) and F(sale).  paste it in the respective columns of the worksheet.


Paste it in the respective columns of the worksheet.


Pasting the necessary information and filling in the table with the average rates of each currency in the spreadsheet.


After, run the transaction ZRATEMOD (system PF1) in order to upload to SAP the Exchange Rate. 

In the transaction insert the following information: 

  • "Valid From" – Enter the previous business day's exchange rate.

  • "From Currency" – The rate is updated for the following currencies: CAD, CHF, EUR, GBP, JPY and USD.

  • "Exch. Rate type" – The type of rate to be modified: LBRS.


Press enter;
The system will inform the actual rate. 
After that is necessary just to press  and  . The new rate will be assumed by the system:

Do the same process for CAD, CHF, EUR, GBP, JPY and USD.

6.2.2. I check the exchange rate

Access the transaction: ZRATE

In the transaction, insert the following information:

  • "DATE" – Enter the FIRST DAY OF THE CURRENT MONTH exchange rate

  • "From Currency" – The rate is updated for the following currencies: CAD, CHF, EUR, GBP, JPY and USD.
  • "To Currency" – The currency for Brazil is BRL

  • "Exch. Rate type" – The type of rate to be modified: LBRS.

And check that the rates are updated correctly.

After verifying that the exchange rates are correct, access transaction OB08, save the report image and paste it into the TCURR-LBRS MENSAL 2022 worksheet.

Access transaction OB08


Click in SELECTION, BY CONTENTS:


Select VALID FROM ( date of day) e EXCHANGE RATE TYPE (LBRS)


When the rates appear, check if they are correct based on the print of the rates extracted from the link mentioned above, if everything is ok, give a PRINT.


Save the report image, and paste it in the TCURR-LBRS MENSAL 2022  spreadsheet.


6.3. LBRS - WP1 - Monthly

6.3.1. I update the file: TCURR-LBRS MENSAL 2022

Open the worksheet: TCURR-LBRS MONTHLY 2022, check that the information is filled in correctly, because for WP1, it is the same for PF1. After pasting the necessary information and filling the table with the average rates of each currency in the spreadsheet, execute transaction ZRATEMOD (WP1 system) to upload the Exchange rate to SAP.


After, run the transaction ZRATEMOD (system WP1) in order to upload to SAP the Exchange Rate. 

In the transaction insert the following information: 

  • "Valid From" – Enter the exchange rate for the first day of the current month..

  • "From Currency" – The rate is updated for the following currencies: EUR and USD.

  • "Exch. Rate type" – The type of rate to be modified: LBRS.


Press enter;
The system will inform the actual rate. 
After that is necessary just to press  and  . The new rate will be assumed by the system:

Do the same process for EUR and USD.

6.3.2. I check the exchange rate

Access the transaction: ZRATE

In the transaction, insert the following information:

  • "DATE" – Enter the FIRST DAY OF THE CURRENT MONTH exchange rate

  • "From Currency" – The rate is updated for the following currencies: EUR and USD.
  • "To Currency" – The currency for Brazil is BRL

  • "Exch. Rate type" – The type of rate to be modified: LBRS.

And check that the rates are updated correctly.


After verifying that the exchange rates are correct, access transaction OB08, save the report image and paste it into the TCURR-LBRS MENSAL 2022 worksheet.

Access transaction OB08


Click in SELECTION, BY CONTENTS:


Select VALID FROM ( date of day) e EXCHANGE RATE TYPE (LBRS)


When the rates appear, check if they are correct based on the print of the rates extracted from the link mentioned above, if everything is ok, give a PRINT.


Save the report image, and paste it in the TCURR-LBRS MENSAL 2022  spreadsheet.


Exchange rate data for BR (Brazil) are entered daily in a spreadsheet, follow the link for access if a conference is required: Conference OB08 - TAXAS BRASIL - 2021_2022 , and TCURR-LBRS MENSAL 2022


End of document.