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

No ERP, Google Spreadsheet


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

WHY - Describe the objective of the operation


1.2. Scope

Detail the scope (legal entities, etc.)


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. BOIC upload

  1. On Day 1 email is received from Co. 60513 CAM with an excel file 
  2. Open the attachment and go to tab BOIC upl 
  3. Make sure that cells A4, H4 and I4 are updated:
  5. Copy the data to a new Excel file:

To ensure that the formatting is not lost:

    1. Copy with Ctrl C and Ctrl V
    2. Where you posted the data, press right click -> paste as values
    3. Check that Col D D_T1 contains 5 digits
    4. Check that Col H Invoice Date1 the date is in correct format.

6. Delete the empty lines

7. Save the file in CSV format and close it.

8. Find the CSV file that you just saved, press right click -> Open with -> Notepad.

   8.1. Make sure that the delimiter is ";"

  8.2. If it is not “;”, press Ctrl H replace all the “,” to “;” and press Replace All.

  8.3. Exit the Notepad and save it.

9. Go to BOIC and log in (password is your computer’s password).

10. Open the correct period and correct Company

11. Go to Import/Export -> Import Invoices

12. In the Source Data File choose the CSV file and press Import:

13. You will see the Status and you and press on the Log File Path to see additional information on what was uploaded (maybe the file was prepared incorrectly etc.)

14. In order to ensure that everything was uploaded correctly, go to Reports -> Account By Partner, press in the report:

15. Check that the Period and Company is correct and press Build on the right side.

16. When the report has been generated, open it.

17. Compare the report data to the Excel file and check if everything is matching. If there is anything missing, prepare a CSV upload file and upload to the BOIC.

18. When you have checked that everything is correct, inform the person that shared the 60513 Excel file with you.

3.2. BFC upload

  1. On Day 1 email is received from Co. 60513 CAM with an excel file
  2. Open the attachment and go to tab BFC upl 
  3. Make sure that cell B5 is updated
  4. Check cell L2 that the Assets and Liabilities are matching
  5. Copy the data to a new Excel file from Col A until Col AD (exclude Col AE):

To ensure that the formatting is not lost:

    1. Copy with Ctrl C and Ctrl V
    2. Where you posted the data, press right click -> paste as values
    3. Check that Col N D_T1 contains 5 digits

6. Save the file in CSV format and close it.

7. Before you upload the BFC data, make sure that the Lisbon Intercompany team has pushed the BOIC data to BFC.

8. Go to BFC ->Packages -> find the appropriate month’s Actual2 package, enter the package.

9. On the right side click in import the package:

10. Choose the CSV file for BFC upload and check the Data preview below - if all looks okay:

11. Make sure that you choose Replace data and mark Run Controls. Press Import.

12. Save the package and run blocking controls. Resolve if any.

13. Since there is no SAP vs BFC reconciliation, make sure to go through the headings and compare the ending balances with the RIHL Spreadsheet file.

14. When the BFC upload is ready for review, write to the 60513 CAM.

End of document.