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. 60513 Spreadsheet update

  1. Link to the 60513 folder with data, the company’s accounting is being held in this file (no SAP or other ERP system).
  2. When you receive a Month End Exchange Rates file for the current month (received from the person who is performing Fin Ops tasks for Co. 7771) save the file in the Exchange rates folder.
  4. Go to sheet - Reval IT Tax and input the month-end exchange rate from the file you received (EUR v GBP). Enter the values in the sheet Reporting TB (A44700, A44700, A49600) - put a formula.
  6. If there is anything other to be reported, report it appropriately:
    1. Input accrued interest value informed by Solvay Ireland against account A47100, reversing the previous month's value.  Previous month's value is entered against account A58100. Accrued interest value is input against P&L line R53710.
    2. On a quarterly basis Withholding tax provision is received from GAR. Enter any WHT values in the balance sheet (L48700) and P&L (R73210). Check and update tab WHT provision.

In the year we have received a dividend from Bangpoo and posted WHT so this amount needs to be input in the reversal column, thus reducing the amount of WHT provision required to the year end.

When the file is updated, send it back to the person who sent the WHT provisions file (Anne Calicis anne.calicis@solvay.com).

     c. During the year dividends are received. Make sure to update tab Dividends. Report under R73100, R48721.

     d. Record all the bank statements in the spreadsheet. Note that in IBA the company code is 6105. 

There are SOLVAY SA and SOLVAY IRELAND accounts. 

SOLVAY SA (0231) - account 591GBP6105

SOLVAY SA (0231) - account 591THB6105

SOLVAY IRELAND (05854) 

Carefully read what is written in the statement and report accordingly (group relief tax charge, HRMC interest, interest on IBA, FXSPOT etc.)


7. When you have recorded all the transactions, make sure that the check in the red cell on Col R is 0.00, otherwise you have reported something incorrectly and the books are not balanced.

8. Always make sure to save all the documentation in the backup folders.

3.2. ACTUAL 2

  1. Link to the 60513 folder with data
  2. BOIC upload should be performed on a monthly basis.
  3. BFC upload should be performed on a quarterly basis, November and additionally when required (in case in a regular month there has been significant transactions, such as dividend payments etc.).
  4. Instructions are here: 60513 - BOIC and BFC uploads

3.3. ACTUAL 0

  1. Link to global Instructions
  2. Link to the 60513 folder with data
  3. Actual0 packages are applicable for all companies (including non-consolidated).
  4. In BFC YYYY.12 package
  5. Actual0 is published each Q, afterwards GAR reopens and we can make adjustments all year long 
  6. Actual0 reports shareholding structure, deals with non conso Companies and 3rd parties, Local GAAP equity
  7. For the Structure data, see link for each company:

  8. Co. code

    Co. name

    Structure data

    60513

    Rhodia International Holdings Ltd, Oldbury

    Data taken from Spreadsheet

  9. Headings in BFC:

  10. 1

    L4005 / S4005

    Daughter companies, updates each Q

    Data from 60513 Spreadsheet

    2

    L4020 / S4020

    Parent companies, updates each Q

    Data from 60513 Spreadsheet

    3

    L4030 / S4000

    updates on Q1

    Data from previous year December Actual2 package (YYYY.12) L2010

    4

    L4060

    updates on Q3

    Data from previous year December Actual2 package (YYYY.12)

    !! Note that for Co. 60513 we do not use the Link for Solvay Shareholding structure, data is taken from the 60513 Spreadsheet. In tab Reporting TB columns T, U, V are some headings indicated for the reporting for Actual2, Actual0 and Actual3 packages.

    1. Heading L4005 / S4005 - investment securities held

    Where the company owns shares; daughter companies

    149,700 = Number of Shares Held by RIHL in Solvay Bangpoo Speciality Chemicals (tr. p. 60668)       

    1. L4020 / S4020 - Number of shares issued by subsidiaries

    Parent companies

    200,000 = Number of Shares Issued by Solvay Bangpoo Speciality Chemicals (tr. p. 60668)

    1. L4030 / S4000 - Local Gaap equity - updates on Q1

    Data from previous year December Actual2 package (YYYY.12), schedule L2010

  12. A0 YYYY.12

    A2 YYYY.12 (previous year)

    X7300

    = L10100

    X7301


    X7303

    = L12800

    X7304

    = L12000

    1. L4060 - updates on Q3

    Data from previous year December Actual2 package (YYYY.12) L2018.

    Example: 12.2021 Actual0 package and 12.2020 Actual2 package

    R48721

    490 < dividends, are not reported in A0


    R53710

    2 < tr.p. 05854

    CBCR500

    R54720

    802 < HMRC - third party (HRMC Interest income)

    CBCR900

    2020.12 ACTUAL2

reported to 2021.12 ACTUAL0


Save the package, validate and publish.

3.4. ACTUAL 3

  1. Actual 2 and Actual 3, and Actual 1 tax package is not applicable for non-consolidated companies (for those there is only Actual 0 package).
  2. Actual 3 package needs to be reported in September and December.
  3. Before starting to fill in the Actual 3 package, make sure that the Actual 2 package has been published.
  4. For Co. 60513 enter the Actual 3 package, run controls and resolve them. 

Data is taken from the 60513 Spreadsheet. In tab Reporting TB columns T, U, V are some headings indicated for the reporting for Actual2, Actual0 and Actual3 packages.

There might appear blocking controls in specific schedules, make sure to indicate amount zero for the applicable lines. 

Schedule L6880 - indicate the amounts as previously reported (headings A44700 and A49600).

      5. Save the package, validate and publish.

End of document.