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

financial_accounting


ERP

4. Remove the icon(s) when not applicable

Scope_pf1.png


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




Previous operation << >> Next operation



1. Objective and Scope

1.1. Objective of this Operation

The objective of this procedure is to prepare detailed reconciliation file to share with Environmental Rehabilitation Officer responsible for the catch up of all works within the UK plants. This information will be shared and used for revision on a quarterly basis books Environmental meeting for the UK plants.


1.2. Scope

The procedure is applied to the following legal entities: 

  • 0240 Solvay Interox Ltd
  • 6068 SSUK Ltd
  • 6403 Oldbury Energy Services
  • 7781 Rhodia Limited 


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.

The deadline for this activity is D+5. 

3.1. Environmental reconciliation description

  1. During 2021 there was a new reconciliation process created. The files are located in this folder.
  2. The file is prepared in the following way - each reconciliation contains a Summary tab and tab for each plant. 
  • On the Summary tab are identified all the postings that are performed to the specific provision G/L accounts.
  • On the plant tabs only the expenditures are identified (F35) along with:
    • Purchase order (PO) number, 
    • Contractor (vendor name and code), 
    • Amount in PO,
    • Work to be done (description of the posting).


3.2. Tab Summary-FI

  1. There are long-term G/L accounts and short-term G/L accounts. Check the G/L account stated, enter in SAP tcode FS10N, open the current month and write the balances.

Make sure to update the lower part as well where reconciliation is as per flows. 

2. Double check that the closing balances are matching in the upper and lower part and with SAP.

3. For the short-term accounts do the same. The only difference is that the ORDER number can be identified. For the lines that have an order number (F35) you have to write them on the Plant tab.

3.3. Plant tab

  1. On the plant tabs only the expenditures are identified (flow F35) along with:
    • Purchase order (PO) number, 
    • Contractor (vendor name and code), 
    • Amount in PO,
    • Work to be done (description of the posting).
  2. To get the order details go to tcode KOB1

Controlling area for:

   -SAP PF1: CHEF

   -SAP WP1: Z006

Posting date: current month

3. Check the purchase order (column purchase document).

Press on one line, copy the PO

And go to the specific plant tab, search if you already have the PO in the spreadsheet. If yes, write the posted amount under the appropriate month.

In case the PO is used for the first time, add a new line to the file and fill in the necessary information:

  • Purchase order (PO) number, 
  • Contractor (vendor name and code), 
  • Amount in PO,
  • Work to be done (description of the posting),
  • Posted amount under the appropriate month.

If you are unsure under which category to put the PO, choose the section “Other”. Environmental specialists can come back and advise you to move it to the correct place which they will advise.

4. For the lines that do not have a PO number identified, go through and check, record it in the tab.

5. When you have finished identifying the expenses (F35) posted to the order, double check that in the summary tab the Expenditure matches SAP

6. Go through and reconcile all the accounts for all the companies;

7. When you have finished the environmental reconciliations, send the Spreadsheet files until D+5 to:

3.4. ER-UK quarterly meeting

  1. mathias.broquaire@solvay.com (Envir.Rehab.Officer) on a quarterly basis books Environmental meeting for the UK plants. Usually he asks to fill in the financial data for the plants.
    • RHODIA LIMITED closed site 7781 (Staveley): end of February: write ST G/L 45900140 ending balance
    • RHODIA LIMITED short term environmental provision: end of February: write ST G/L 45940001 ending balance
    • SSUK 6068 expenditure (Halifax, Rattlechain, Gower): end of February: write G/L 45940001 expenditure (F35) sum for the three plants 
  • Halifax: end of February: G/L 45940001 expenditure (F35) for Halifax
  • Rattlechain: end of February: G/L 45940001 expenditure (F35) for Rattlechain
  • Gower: end of February: G/L 45940001 expenditure (F35) for Gower
  • SSUK short term environmental provision (Halifax, Rattlechain, Gower): end of February: write ST G/L 45940001 closing balance sum only for Halifax, Rattlechain, Gower
  • Halifax: end of February: G/L 45940001 closing balance for Halifax
  • Rattlechain: end of February: G/L 45940001 closing balance for Rattlechain
  • Gower: end of February: G/L 45940001 closing balance for Gower

End of document.