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: SU Financial Accounting

Responsibility area: Ensure Internal Control RtR.GAC.02.01 compliance

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

n.a.

Frequency

5. Remove the icon(s) when not applicable

Twice a

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


To prevent financial risks, only authorized users can submit Finance requests that can generate manual postings.

This procedure refers to Internal Control IC RtR.GAC.02.01.

This Internal Control is applicable in Service One in 13 Finance services.


1.2. Scope


This is applicable to all company codes in the scope of SBS Finance Service line with accounting site located in Solvay Service Centers - see list here. It also refers to the services listed here.

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


3.1. I request the authorized users list extraction.

3.1.1. Submit a request using the “Helix Platform Request” service


Text example:

Request Title: Finance company code custom form extraction

Type of Request: Technical

Module: Foundation Data - Business Workflows

Description: Please send me an updated Finance company code custom form extraction.


3.2. I prepare the users' list data.

3.2.1. I open a new folder and copy the previous IC file, updating month and year in the folder/file name

Internal Control RtR.GAC.02.01


Note: Perform the control also for TSA companies and WW accesses but in a separate file

3.2.2. I prepare the new (google sheet) file by:


a) Updating the extraction date


b) Delete last IC data

i. Service One_Existing users at date tab, columns A5 to J

ii. Service One_NEW USERS tab, columns A4 to E

iii. Service One database [date] concatenate tab, columns A and B


3.2.3. I prepare the extraction and copy-paste it to RtR.GAC.02.01 - IC month year file


a) Convert text to columns and save document from csv to excel format



b) Filter by CPCode_Instance_ID_Users and do not consider ##GLOBAL_USER## (these are WW users that are checked separately)



c) Exclude CPCodeUser_Status = 1, that are Users that are Inactive. CPCodeUser_Status = 0 means the user is Active.


d) Clean emails that have “Dup….”


e) Copy column CPCODE_Company_CodeCPCode_Country_Code to “ Company Code “ in the RtR.GAC.02.01 - IC file



f) Copy column PPL_Internet_E_mail to “ AUTHORIZED USER E-MAIL “in RtR.GAC.02.01 - IC file. Attention to keep the same order!


g) Extract GAR List of companies and copy paste it to the RtR.GAC.02.01 - IC file


h) Do vlookup using the C.code support column (column A) to know:

i. Inactive / TSA companies - to remove from the RtR.GAC.02.01 - IC file and check separately

Cross-check information with MAGD - Finance TSA's Summary 2022
If you find some companies dehactivated but not under a TSA, you can go ahead and request to remove the users


ii. COUNTRY, CAM and CAD to add this information

iii. Check #N/A- adjust the GAR extraction tab to facilitate the vlookup

iv. Attention to companies with duplicate codes - adjust the GAR extraction tab to facilitate the vlookup


Country Code

Company Code

Accounting ERP

BFC Code (5 digits)

GB-Great Britain

6068 - Solvay Solutions UK Ltd, Watford Reeds

ERP Solvay WP1

60680

IN-India

6059 - SOLVAY SPECIALTIES INDIA PRIVATE (REPORTING)

ERP Solvay WP1

60591

SG-Singapore

6062 - Solvay Specialty Chemicals Asia Pacific Pte Ltd, Singapore

ERP Solvay WP1

60624

TH-Thailand

6066 - Solvay (Bangpoo) Specialty Chemicals Ltd, Bangkok

ERP Solvay WP1

60668

UY-Uruguay

6078 - Alaver SA, Montevideo

ERP Solvay WP1

60787


i. Column A and B are for support, so it can be hidden

j. Column H (Organization / Position): request a HR extraction to know the Organization / position




3.3. I send the users' list to be approved.


3.3.1. I send email to all CAMs and CC of CADs as follows. The period to get and answer should be around 2 or 3 weeks, depending on the date the email is sent and if there is any peak activities such as financial closing.


a) First message

Subject: Internal Control RtR.GAC.02.01 - Service One Authorizations_MM YYYY (add MM - month and YYYY - year of the control)


Content: 

Dear CAMs, 


In order to comply with the Internal Control RtR.GAC.02.01 - Validation of people authorized to request manual postings, I am sending you the current list of users with access to submit Finance requests through Service One.


In the file RtR.GAC.02.01 - Internal Control MM YYYY (embed link file), you can find the current accesses (on <extraction date>) for each entity (columns A, B, and C).


By filtering by CAM's name/company code/country code, I kindly ask you to take the following actions for your scope:


      • If authorized users are updated, please reply to this email informing that;
      • If authorized users should be removed for a given company, please identify them with an "x" in column G (tab "Existing Users") and add a comment/short explanation in column H;
      • If someone should be added as an authorized user, please add its email and SAP company code in the “New users” tab.


DEADLINE: Please reply to this e-mail stating the list of Service One Finance authorizations has been reviewed for your scope until <date>.


Based on your feedback the Service One authorizations' database will be updated accordingly.


Please reply only to me and your manager/CAD. 



b) For the Companies without feedback send a reminder for its CAM and CAD as follows:


Subject: REMINDER - Internal Control RtR.GAC.02.01 - Service One Authorizations - YYYY

Content: 

Dear xxx,

Can you please confirm if the companies in your scope were reviewed (link to the file)?

This is a kindly reminder to have the users reviewed by <date>.

According to the IC description, if I do not receive an answer after this reminder, the authorized list will be considered validated.



3.4. I update the authorized users in Service One according to feedback.


3.4.1. I open a request to DT (IT) according to feedback


After CAMs feedback, updated columns K and L in a way you know which companies . If it is necessary to add or remove an user, open a request as follows:


Submit your request in the Create or update a Finance Authorized User service, and bulk request to add/remove users. Then, create the Task for DT (IT).


3.5. I perform a double check to ensure all updates were done.


After all companies are reviewed, perform the “ DOUBLE CHECK - Validation “. 

3.5.1. I request a new extraction to IT - see point 3.1.1. of this procedure.


3.5.2. I work the file according to keep the ACTIVE users 


i. CPCodeUser_Status column = 1 means the user is INACTIVE

ii. CPCodeUser_Status column = 0 means the user is ACTIVE


a) Remove lines referring to ##GLOBAL_USER## on column CPCode_Instance_ID_Users. (NOTE: It should be checked separately)


3.5.3. I check the new extraction vs the control file


a) Add the information related to company code and user email address to the “ Service One database [date] concatenate “ tab.

i. Copy and past data from/to columns:

      • From CPCODE_Company_CodeCPCode_Country_Code to Company code
      • From PPL_Internet_E_mail to Email

b) Make sure to extend the concatenate formula in column C to the full length of the lines


c) On the “Service One_Existing users at dd.mm.yyyy” check in the columns M and N if the users were removed accordingly (this is the most important because it is the Risk the IC aims to eliminate).

i. Make sure vlookup formula is picking the correct number of lines

ii. If column “MARK WITH "X" IF USER SHOULD BE DELETED” is marked as “ X “ then column N should be “ #N/A “. Example of May 2022 extraction:


d) On the “Service One_NEW USERS” tab, check also if all users are ok.



End of document.