1. OBJECTIVE AND SCOPE 

1.1 GAR List of Companies

The objective of this procedure is to describe the process and the actions required to update the GAR List of companies.

GAR list is a critical document used each month to update many dashboards and for/during Finance processes by all Finance stakeholders as it contains key information on each legal company (GAR list is also called "Legal Entity Card"):

  • Closing process in SAP
  • Contacts for GAR
  • Group Audit process
  • Management of authorizations in Finance tools and portals (Freshdesk, Bank Acc. Management...),
  • Master Data tables in SAP

This list is stored in the AODocs library FINANCE LEGAL ENTITIES MANAGEMENT,

Events triggering the need to update the GAR list may arise from:

  • Change in the Solvay structure of companies
    • Acquisition of new company
    • Change of consolidation method of a company
    • Divestment, liquidation or merger of a Company
    • Official source for such events usually comes from a communication from Group General Secretary (Ph Van Loeij) and/or an information from GAR Consolidation team or BFC Admin manager
  • "On request" changes made by Finance stakeholders to update any other field of the legal entities (Accounting responsibles, Address, Tax number)
  • People moves in the Finance organization (communicated internally or published in SolvayOne portal)
  • CAMS Adhesion review
  • KLE review
  • CBCR activity review

These updates can be requested either by email or by Gform. The form responses sheet (link below) must be checked regularly, at least every Friday




Any action (creation / update) in the GAR list of companies can trigger at the same time an update in BFC and this is subject to a systematic check from BFC Admin team. As examples,

  • Creation of a new company (whatever its consolidation status) will trigger in BFC:
    1. Set up of this company in the Dimension builder
    2. Integration of this company in the consolidation scopes
    3. Creation and generation of its reporting package
    4. Users accesses updates to include it
  • Reorganization in Finance processes & teams (Oxygen, We Shape...) will trigger:
    1. in GAR list, the review and update of fields related to Accounting & Finance contacts
    2. in BFC , the review and update of BFC users accesses

Service Level Agreement validated with GAR (owner of the GAR list):

  • Any required update must be performed as soon as possible (at least on a weekly basis every Friday). 
  • Every month end (last week of the month) before the start of reporting process, BFC Admin must guarantee the appropriate update of all changes


More details about the fields of the GAR List are available in the Google document below:

1.2 BFC Consolidation Scopes 

On a monthly basis, it is required for each Reporting and Consolidation process to create Consolidation Scopes in BFC.

Several scopes are maintained in BFC, depending on the Consolidation needs:

  1.  The main and monthly one is SOLVAY14 (including IG/IP/ME entities, excluding NC companies) that is used by GAR team to build Solvay IFRS Consolidated Financial Statements (ACTUAL2, ACTUAL3, ACT1-TAX categories)
  2. Scopes dedicated to local US consolidation purposes:
    1. IFRS-FS-INC : IFRS Financial statements of Solvay USA Inc & its subsidiaries provided to external users who lease products to Solvay USA Inc (quarterly and contractual obligations). Scope also used when request for US Group valuation from Corporate
    2. IFRS-FS-RHI: IFRS Financial statements of Solvay Holding Inc, information to Governmental authorities on both quarterly and annual basis, as the company is required by law. Scope also used when request for US Group valuation from Corporate
    3. SOL-ECNA: Business consolidation of Soda Ash and Chemicals in NAFTA
  3. Every quarter for shareholding consolidation purposes (ACTUAL0 category) - dedicated scopes :
    1. SOLFULL : All IP IG MEQ NC @ 100%
    2. SOLCONSO: IG @ 100 % / ME IP NC in IP method at their % of interests
  4. For Business Controlling purposes (RSB and PREV categories) - dedicated scopes
    1. RSBSOL: includes both legal companies (from SOLVAY14 scope) and fictive ones per Business (used to manage structure effects in RSB)
    2. PREV: includes fictive reporting companies per Business to report GBU's forecasts










Each time there is a change in the structure of Solvay legal entities, scopes must be checked and updated:

  • Divestment, liquidation or merger of a company - exclude the company from the scope
  • New Consolidated company - add the company into the scope
  • Change in the consolidation method - add the company when it becomes consolidated, or exclude when the opposite occurs

In case of doubts, BFC Admin must always refer to GAR team to validate the required changes before to proceed. Note: for controlling scopes (PREV, RSBSOL), BFC Admin must refer to Corporate Controlling team.


Service Level Agreement validated with GAR and Corporate Controlling:

  • Before the start of closing period, update of BFC scopes must be performed by WD2
  • During closing period, any late change required by GAR must be performed within 30 minutes


2. REFERENCE DOCUMENTS 

BFC Admin - Service Level Agreement

 

3. DEFINITIONS & ACCRONYMS

BFC-Admin - BFC Administration Team (team in charge for the Functional Administration of the BFC).

GAR - Group Consolidation Team

CAM - Company Accounting Manager

CAD - Companies Accounting Director

SBS FSL - Solvay Business Services Finance Service Line

IG - Full Consolidated

IP - Proportional Integration consolidation

ME - Equity Method consolidation

NC - Not Consolidated

BFC - Business Financial Consolidation (Solvay's Group Consolidation Tool)

BFCProd - Production database of BFC dedicated to Consolidation and Reporting cycles

BFCTop - Customizing database of BFC (companies - scopes - category scenarios - exchange rates - reports...) to the sole usage of BFC Admin team. Updates of customizing subject to piloting to BFCProd once finalized.

PRS - SAP Production Reference System

ERP - SAP systems (in Solvay: PRS, WP1, PF1, PI1, PE1...)

WD - Working Day


4. RESPONSIBILITIES 

4.1 Responsibility

The BFC-Admin is responsible to perform any update in the GAR List of Companies and in BFC customizing modules (scopes, structure tables, users accesses, reporting openings...).

The Group General Secretary is responsible to maintain the PRS System and then communicate any changes.

The GAR Consolidation Team is responsible to update the Solvay Structure file (GAR team site in AODOC).


4.2 Overview of GAR List's updating cycle

The following graphic describes when the GAR List of companies should be updated:



5. GAR List of Companies Update

The need to create a new company or to update the consolidation method of a company is driven by the changes occurring in the Solvay Structure of Legal companies. These changes are officially communicated in the following ways:

1. OPERATIONS COMMUNICATED BY THE GROUP GENERAL SECRETARY

When there is a change in the Solvay's structure of legal companies, it is always communicated first to the Group General Secretary who will update in the PRS system (SAP system managing companies master data and then distributing them to the other Solvay ERP's).

When the updated is performed in the PRS, an email is sent by Group General Secretary to the $PRS_Group in which $SBS FinanceSL Fin Acc SU BFC Admin is included.

Example of email received:


Critical changes such as new company created-sold-merged-liquidated should be updated immediately whether they are communicated by Group General Secretary or by GAR or BFC Admin manager, even if not all the detailed fields are known. 

At the same time BFC Admin should get in touch with Finance stakeholders (CAD, Acc Platforms, TSU for cams adhesion) to complete the other detailed fields.

Special cases - new company code while company is not yet legally created: In some cases (carve out projects...), PRS codes are selected in advance and communicated by General Group Secretary while the legal company is not yet legally created. In such cases, the GAR list and the BFC Structure MUST NOT BE UPDATED for the following reasons:

  • if not yet legally registered, the new company has no legal existence, has not received any investment from its mothers which have then no investment yet to report in their Balance Sheet
  • if the new company has been legally registered, it means its mothers have made an investment to contribute it and thus own shares booked in their balance sheet => mothers need to declare such investments in their ACTUAL2


2. OPERATIONS COMMUNICATED BY THE GAR CONSOLIDATION TEAM

After the email of the Group General Secretary, GAR team will update the  Solvay Structure File in the GAR AODOCs Library, mentioning the consolidation method used for the new company, type of operation, and any additional information necessary to update in BFC.

Every month end (last week of the month), BFC Admin should guarantee (according to SLA) appropriate review of all changes in order to assure they are aligned with changes performed in parallel in BFC structure/reporting packs/scope/users.


Other updates also under the responsibility of BFC Admin team are as follow:

  • "On request changes"  - Finance stakeholders can also request the update of some fields at any time via a dedicated Google form. The form responses file  should be checked every week (on Friday) and GAR list should be updated. 

Once updates done in GAR list, we must update the 1st column filling the date to indicate that it has been done. 

  • CAMS Adhesion review - In order to update companies that have transferred their trade payables / receivables to the Group Factoring program (called "Cams"), a quarter review should be done by comparing the status of CAMS Adhesion field of all active companies with the information received by mail from Corporate Treasury (Excel file extracted from SAP ERP ). 
  • KLE review -   Key Legal Entities are defined by GAR and the auditors and are communicated each quarter, by GAR, in  Closing instructions. In order to ensure that GAR list is updated, a comparison between both lists should be done.
  • CBCR activity review - Country By Country Report is required by OCDE. In order to update the main business carried out by each legal entity, a yearly September review should be done. 

The following topics describe how to update the List of Companies according to each type of operation, as soon as they are communicated.


5.1 GAR List of Companies - Add a new Comapny

In the List of Companies, click on NEW, and choose the option New LEGAL ENTITY CARD.





Then, fill the fields according to information received.

The only fields that are mandatory to create a new item in the GAR list of companies are the BFC Code and Entity Name, but note that there are some important information to enter:

  • Document title, which is the combination of BFC Code and Company name
  • BFC code
  • Country
  • Region
  • Consolidation method and % of Control
  • Functional currency
  • Legacy
  • PRS Code
  • LER Acquisition/ Creation Date

After enter all the information save the new item, clicking on the icon .


5.2 GAR List of Companies - End of a Company

There are three situations for the End of a Company:

  • The company is merged into another Solvay's company
  • The company is sold to another Group
  • The company is liquidated

When the information of these types of operations is received, the GAR list of companies must be updated accordingly. The following fields have to be updated:

  • Group company status - Deactivate + Reason (Liquidation/ Merger/ Sold)

  • Group exit date - The operation date (MM-DD-YYYY)

  • Comment -Details about the exit (Date, reason, buyer if any, etc)

  • LER Sale/ Liquidation/ Merger date - Indicating the same date as in the Group Exit Date, but in the dedicated field according to the operation

Important: Latest known consolidation method and control % MUST be kept in order not to loose its historical existence in Solvay Group. 

* As example on the right, the company 07775 was merged into another Solvay's company but its last consolidation method was kept




5.3 GAR List of Companies - Finance and Accounting contacts of a Company

Since GAR list is the reference for all Finance stakeholders, it is important to have duly updated the main Accounting and Finance Contacts of a company, as:

  • CAD Company Accounting Director - is the accounting contact responsible for a country
  • Accounting Compliance Officer - is the accountable people for compliance matters 
  • CAM - Company Accounting Manager - is the front line contact for any questions related to the company


The information to update a contact can be received at any time from the Google Form available in BFC Production web  or from a direct mail from Finance stakeholders. It also may be deducted directly by BFC Admin team through the appointments published in the Solvay One portal.

When it is necessary to update CAD/CAM contacts, it has to be granted that their BFC user access on companies is updated as the same time !


How to access to Google Form to request GAR List changes? Available in the Home Screen of BFC Production database. See on the right side.


5.4 GAR List of Companies - Mass changes

Mass maintenance is required when  we need to change certain data fields for a significant number of companies.

Mass changes in Aodocs are done with Bulk Updater tool.


Access Bulk Updater at this link  https://bulk-updater.aodocs.com/


Chose the library, class and view as follow:

  • Library - F FINANCE LEGAL ENTITIES MANAGEMENT
  • Class - LEGAL ENTITY CARD
  • View - 1- LEGAL ENTITY CARD


Give the name you want to the export/update file and select your email account to receive the notification once updates have been run.


  • Export Name - GAR List Auditors change
  • Email notifications sent to your account


Click on Export.


When the export finishes we are redirected to the list of our recent exports.


Access the exported data trough the icon .


We must work on the changes we want to do directly in this file.

In this example we'll change 2 fields: Audit Organization and Auditor Name.

1st - Filter the data by Active companies (because we want to update only active cies).

2nd - In Audit Organization field, replace current content by N/A

3rd - In Auditor Name field, replace DELOITTE by EY



Once all changes have been made in the file, we can run the update.


In Options, select Action → Start an update 





Click on Run!




Once the updates are finished we receive the notification in our mailbox and we can consult the status of the update for each record in the file.


The status can be:

IGNORED - means that we didn't change anything in this record

UPDATED - changes have been updated in GAR list

ERROR - changes have NOT been updated in GAR list




5.5 GAR List of Companies - CAMS Adhesion review

In order to update companies that have transferred their trade payables / receivables to the Group Factoring program (called "Cams"), a quarter review should be done by comparing the status of CAMS Adhesion field of all active companies with the information received by mail from Corporate Treasury (Excel file extracted from SAP ERP PI1 - Factoring file). 


The file from Treasury is automatically sent from SAP to BFC Admin email every Jan.1st, April, 1st, July, 1st and October, 1st.



In order to compare the information in GAR list vs Factoring file and vice-versa, BFC Admin should proceed as follows:

1) Export the GAR list to excel and

 1.1) rename the Gsheet file to CAMS Adhesion_DD.MM.YYYY revision

 1.2) filter by active companies (field Group company status)

 1.3) Keep columns BFC Code , Entity Name, Group Company status, CAMS Adhesion only







2) Work on the factoring file

2.1) convert to excel

Pay attention to the adjustments you may need to do like removing the headers lines repeated in the file.





Press CTRL+A to select the entire sheet and click on REMOVE DUPLICATES 


 








2.2) Remove all columns except BFC company; Company name ; Factoring: conventions


2.3) copy/paste column C to column D (Factoring: conventions)


2.4) In column D replace the Factoring conventions by the corresponding names in GAR list using the FIND/REPLACE function.

This will allow the comparison of both files (GAR list and Factoring file).


FIND All (AR-SSA/SFA + AP-SSA/SFA)

REPLACE AR & AP


FIND SSA only (AR-SSA + AP-SSA)

REPLACE AR & AP


FIND AP only (AP-SSA/SFA)

REPLACE AP Only






In column D you should have now the GAR list acronyms.


3. Back in the GAR list Gsheet, add another sheet to copy/paste the factoring file just worked in point 2) 



4. Compare GAR List vs Factoring file

In YYYY-MM-DD Documents export tab (GAR list) add 2 columns at the end:

Factoring : conventions - To retrieve the same CAMS Adhesion info from the factoring file using the VLOOKUP function. 

Check - to compare column D (GAR list CAMS Adhesion field) with column E (data retrieved from the factoring file), using the EXACT function.

TRUE → means that this company was found in the factoring file and it has the same info

FALSE → means either this company has a different info or it was not found in the factoring file



In this example (on the right side of the screen) , filtering the column check by FALSE we find 3 different situations: 

1) Companies with value IBA only in GAR list while in Factoring file is N/A

This case has been reported by BFC Admin to Treasury asking to update these companies in update PI1 system.

In this case GAR list prevails because these updates in GAR list were requested by Treasury team.


2) company 6440 has the value AR&AP in GAR list while in Factoring file is N/A

In this case, we align GAR list with the factoring file. When this company was created in GAR list we anticipated the AR&AP value because the company will be included in the factoring process once it will be operational.


3) company 64420 CAMS adhesion filed is empty in GAR list while in Factoring file is N/A

We align the GAR list with the factoring file. 



5. Compare Factoring file vs GAR List 


By comparing the Factoring file vs GAR list we should get the same gaps as before unless there is a company in factoring file not created in GAR list.



6. Management of Companies in BFC Structure tables (Dimension builder)

Customizing of companies is done in BFCTop database, then transferred to the BFCProd.

The companies can be accessed in the Dimension Builder module, through the option RU - Reporting Unit.



6.1 - Create a Company: Normal and Discop / AHFS ones

The creation of a new Company can be done from scratch or through Save As from another company.


* To create with reference to another company select another one that has the same definitions (Country, Consolidation Method...) than the company to be created. In this example to create the company 63270 it was takes as reference the company 60624.






Special cases - DISCOP & AHFS companies:

Those companies are fictive ones (no legal existence), used by GAR team to manage "Discontinued Operations (Discop)/ Assets Held For Sale (AHFS)"postings in Group FS.

Triggering event: when a scope of legal companies or Business is subject to an M&A divestment with a sufficient probability to occur and reaching certain thresholds, GAR team can decide to classify this scope under AHFS and (if applicable) under DISCOP:

  • AHFS treatment in IFRS (balance Sheet impact): all the balance Sheet items of the scope are removed and their sums are reclassified under specific headings A46120 "Assets held for sale" / L47120 Liabilities associated with assets held for sale"
  • Discop treatment in IFRS (P&L impact): all the P&L items of the scope are removed and their sum is reclassified under specific heading R85100"gain/losses from discontinued operations"
  • Note that depending on its size, a scope subject to divestment can be recognized as AHFS in BS, while not recognized as Discop in the P&L

There are 2 types of Discop companies:

  • codes starting with Dxxxyyyy - used for both AHFS and (if applicable) Discop recognition:
    •  where xxx stands for the M&A related project code and yyyy stands for the period from which the Discop/AHFS treatment was decided
  • codes starting with 9xxx(x) - used to post the write back of depreciation in both BS and P&L
    • where xxx stands for the M&A related project

Example: DODYS2009 and 9ODYS - fictive companies associated to Odyssey M&A divestment recognized under AHFS and Discop in Solvay Group FS from September 2020 - final divestment occurred in April 2021

As such, they never appear in "GAR list" or in "Solvay structure file". They only exist in BFC.

Request to create such DISCOP companies comes from GAR team (Dxxxyyyy companies) and from Corporate Controlling (9xxx(x) companies).

Special instructions for creation of DISCOP companies:

  • to be created from save as of the last similar company created (either Dxxxyyyy or 9xxx(x))
  • check very carefully each of the characteristics (GAR must always give country / currency / legacy )
    • Dxxxyyyy: "Entity type" value MUST always be T "Technical"
    • 9xxx(x) companies: Entity type MUST always be S "Legal company"
  • put in comment date of creation and why created (ie reference to the M&A deal related to Discop classification)
  • after creation check filter CF017 - Dxxxyyyy newly created must be excluded
  • after creation check filter CF027 - Dxxxyyyy and 9xxx newly created must be included - note: this filter is used by Corp Controlling
  • when 9xxx fictive created, update filter TX0001 to add the newly created 9xxx fictive in the list of companies to be excluded


In the tab General enter the following information:

  • The code
  • The short description
  • The long description
  • The extra-long description



in the tab Properties enter the following information:

  • Company - The new BFC company code
  • Country - Country Code
  • Currency - Currency Code
  • Activity - is linked with the consolidation method of the new company, There are four activities used in Solvay's definitions:
      • GR (Intra Group Partners): for consolidated companies. The company will be considered in the scope of consolidation
      • HG (Out Of Group Partners): for non-consolidated companies. The company will not be considered in the scope of consolidation
      • ME (Equity Partners): for companies with Equity method (when Solvay does not hold fully the control of the company). The company will be considered in the scope of consolidation
      • MI (External Mother of IP Companies): This is a very specific situation. When one entity is owned by 50%, the mother company will be considered as an “External mother” and not as a “Partner HG”

  • Entity Type - is linked with the consolidation method of the new company. There are three types:

    • S (Legal Company) - for consolidated companies

    • H (Third Parties) - for non-consolidated companies

    • T (Technical)  - each time a DISCOP ("Discontinued Operation" cases) company has to be created upon GAR request. Refer to special instructions listed above in this section

  • TYPEREM - There is only one type used in Solvay, the STAT (Statutory)
  • Entity Portfolio - 

    • IG (Full Consolidation) - for full consolidated companies

    • IP (Proportional Consolidation) - for proportional consolidated companies , according to the percentage of shares held by SOLVAY on the company

    • ME (Equity Method) - for companies with Equity method, when Solvay does not hold the control of the company

    • NC (Not Consolidated) - for non-consolidated companies

  • Legacy - Select the Legacy of the company, the options are:
    • SOLVAY
    • RHODIA
    • CYTEC
    • AUTRES (Other)
  • PGESTION - This field is related to the Management Country of the company (for Controlling purposes, the management Country for some companies, may be considered on a different Country than the one where the company is located)


In the tab Translation, update the short, long and extra-long description for both French and English languages.



6.2 - Update the Consolidation Method

When there is a change in the Consolidation Method of a Company, its information has to be updated in BFC.


Example: a company that changed from Not Consolidated (NC) to Full Consolidated (IG), the information to be changed in the tab Properties are:


FieldFrom To
ActivityHGGR
Entity TypeHS
TYPEREM
STAT
Entity PortfolioNCIG

           


Special case - Companies moving from "NC - Non Consolidated" to "MEQ - Equity method" consolidation status:

2 cases for Equity methods - the case applicable has always to be validated with GAR:

  • Case 1: Equity method reports itself in BFC submitting a special (=simplified) MEQ package:
    • For such companies, in dimension builder RU: characteristics Activity = GR / Entity portfolio = ME
    • Note that the Equity method treatment (generating in Consolidated FS in the P&L the portion of net result (R75000 heading) and in the Balance Sheet the investment (A24000 heading) is managed by consolidation rules
  • Case 2: Equity method not reporting a package, but declared directly in the pack of its mother:
    • For such companies, in dimension builder RU: characteristics Activity = ME / Entity portfolio = NC
    • Note that mothers will declare directly in their package the P&L portion of net result (R75000 heading) and in the Balance Sheet the investment they owned (A24000 heading) 


6.3 - Piloting and Reception of Company Updates from BFCTop to BFCProd databases

Connect to BFC Top database


Go to the Task List module within the Administration domain.



As the creation of a new company comes from Consolidation team, select the task list type of EXPL-ADMIN.



Click on the icon  New Transferable Object, select the option “Reference table members” then the item Entity.



Ensure that the Entity is the only object Selected for Transfer.

To select or deselect an object, choose the option "Select for Transfer" with right click on the object.

Then Save  the selection and close this window.





In the Task List select the task and click on Start, to begin the transfer process.



Connect to BFC Prod database


Go to the module “Task List”  within the domain "Administration".


First, launch the Scan of tasks, by clicking on "Start" option.


The task transferred from BFC_Top will appear in the list type "Task".



 Then click on Start on the task, to initiate the Reception process.



After the task has finished the process, check if the company was properly transferred in the Structure tables


7. Scope Management 

The update must be performed in accordance to the changes recorded in the "Solvay Structure" file directly maintained by GAR team in AODOC

Depending on the changes there are 3 updates to perform:

  • New company: the company must be included in the scope of the Group.
  • Change of Consolidation method: if the company became consolidated, the company must be added to the scope.
  • End of company:  the consolidation method must be updated to "Not Consolidated"


As explained before in this procedure, several scopes are maintained in BFC and must then be checked to dertermine which one (s) have to be updated:

  1. SOLVAY14 
  2. IFRS-FS-INC
  3. IFRS-FS-RHI
  4. SOL-ECNA
  5. SOLFULL
  6. SOLCONSO
  7. RSBSOL
  8. PREV

Service Level Agreement validated with GAR and Corporate Controlling:

  • Before the start of closing period, update of BFC scopes must be performed by WD2
  • During closing period, any late change required by GAR must be performed within 30 minutes


In the BFCTop Select the Scope Builder module within the Operation domain.


The scopes can be created from the last version available, through the Save As option. 

For this, go to the Scope Builder module, select the last version of the Scope to be used as reference to create the new one.

* In this instance it will be created the scope SOLVAY14 2017.04, thus it should be selected the scope SOLVAY14 - 2017.03.


Open it, choose Save As, enter the Period and then click on OK.



In order to facilitate the understanding of the updates during the year,  we should keep a record of the changes in the comments field. 

In the Comments area click in Edit.


Add a short text informing which companies are being updated in the scope version being created.


7.1 Scope Management -Insert a New Company or a Newly Consolidated Company

Within the Step Scope, click on the button  to Insert Reporting Unit.


Indicate the BFC code of the company to be inserted and fill the consolidation method of this company according to the information received from the GAR:

  • Financial interest %
  • Ownership interest %
  • Consolidation method

And click on Next.


When the Consolidation Method changes from Not Consolidated (NC) to Fully Consolidated (IG) or Equity Method (ME) or Proportional integration (IG), the Company has to be added to the scope, the same way than a new company.


Link between % of Ownership and Consolidation method:

When the % of Ownership Interest is modified, the system changes the consolidation method automatically according to the range set for each consolidation method, thus it should be payed attention whether the consolidation method should be updated or not, otherwise it has to be amended manually to the correct method.

BFC is considering the following ranges for each consolidation method:


7.2 Scope Management - End of a company (Divestment / Liquidation / Merger)

Divestment / Sale of a Company


The company sold will have to be excluded from the scope of consolidation. Decision about timing to exclude it has to be obtained from GAR or from BFC Manager.

An "Intermediate" package will be defined to activate the generation of divestment postings in Balance Sheet (through consolidation treatments - F98 flow in Balance Sheet) while copying the past cumulative P&L till the end of the Year.

As example the company 0309 Solvay Indupa that was sold in December of 2016.

In the step Scope select the company and updated the consolidation method to "Not consolidated (NC)".




In the tab Incoming/Outgoing inform:

  • In the Intermediate data entry period - the reporting period being the previous month (M-1) versus month (M) of divestment - period to be chosen must always be validated with GAR (some exceptions to this M-1 rule can happen)



Merger of a Company


 There are 2 types of mergers:

  • With retroactive effect: Balance Sheet variations since January 1st and P&L from January 1st of the merged company are fully transferred line by line to the absorbing company.
  • With NO retroactive effect: Closing Balance Sheet (closing balance M-1) and corresponding P&L result (L12000) of the merged company are directly transferred to the absorbing company. 

Merger with retroactive effect


In the step Scope select the company and change the consolidation method to "Not consolidated (NC)".


As example the company 5907 SOLVAY ORGANICS, that was merged in February 2016 into the company 1196 Solvay GMBH.




In the tab Incoming/Outgoing inform:

  • In the Acquiring reporting unit - the reporting unit of the absorbing company.




Merger with NO retroactive effect


Nothing to change in the scope.

The absorbed company will continue to report until the end of the year:

  • its cumulative and frozen P&L from January 1st till the date of merger
  • its Balance Sheet with 0 closing (F99) balances (Assets and Liabilities transferred to the absorbing company using F70 flow)

To facilitate Accounting work, BFC Admin will centrally copy the last package (month of the merger) until the end of the year.


As example the company 5697 SOLVAY SA INFORMATION SERVICES, that was merged in May of 2016 into the company 00001 Solvay SCH.


Liquidation of a Company


In the month of the Liquidation the company remains in the Scope, and the packages are generated normally.

In the reporting periods following the month of liquidation and till the end of the year, it will be necessary to exclude the company from the scope using an "intermediate" package (same as for the divestment/sale of a company).


In the step Scope select the company and change the consolidation method to "Not consolidated (NC)".


As example the company 5020 BLAIR INTERNATIONAL, that was liquidated in June 2017.




In the tab Incoming/Outgoing inform:

  • In the Intermediate data entry period - the reporting period correspondent to the previous month (M-1) versus month (M) of liquidation - period to be chosen must always be validated with GAR (some exceptions to this rule can happen)



Cleaning of scopes 

When creating the first scope of the year, January for SOLVAY14 and SOL-ECNA scopes, March for the other ACTUAL0 and ACTUAL2 scopes, a cleaning of the entities sold, liquidated or merged in the previous year must be done.

Entities to be cleaned can be easily identified in the scopes by looking at Opening and Closing method. The entities for which both methods are Not Consolidated (NC) should be deleted from the scope. 

Choose the option "Delete" with right click on the entity.

7.3 Scope Management - Piloting and Reception of Scopes Updates from BFCTop to BFCProd databases

Connect to BFC Top database


After the scope is duly created and validated in the FBFC Top it should be transferred to the BFC Prod.

Go to Task List module within the Administration domain, and select the Object EXPL-ADMIN.


Open it and in the Definition tab select New transferable object icon.


Choose the option Scope Builder.


Open the list of available scopes and select the one to be transferred.


Then Save the definitions set.


With right click on the object select the Start option.



Connect to BFC Prod database


Go to the Task list module, select the SCAN object and Start, to initiate the process.

Press F5 to refresh, then the object will be available in the subgroup Receive objects, it will be first object available, in the column Last Run it should be empty.

To make sure this is the correct object, open it and in Definition tab check the item.

By right click on the received object, choose the option Start.

Press F5 to refresh, the column Status shows a green flag meaning that the transference is completed with no errors.

Confirm in the Scope Builder module that the scope was properly transferred.

8. Other BFC Actions : Users Access Management

When new comers in SBS FSL (CAD, CAM, Accounting platforms, Service Units,...),

When a company is added in the GAR list or/and created in BFC,

BFC Admin team must:

  • Confirm if it is necessary to grant access to the BFC to a new Finance comer
  • Add the new company to the filters of companies of the people that will be in charge for it

8.1  - BFC Access for New comers in SBS FSL

When a new comer joins in SBS FSL, it has to be granted that this person has the properly access to the companies under his/her responsibility in BFC.

If the appointed person has no access to BFC, please refer below to the general procedure for BFC User Access Management:


To confirm if the person has access to the companies, go to BFC Prod >> Administration module >> Security domain.

Double click on the user 's profile.

Open the Data Access Group which defines the scope of Companies and / or Businesses the user will get.


Go to the option Change, to have more details.

Enter in a group available in the screen opened.

It there are different groups it must be confirmed in all groups. 


In the Group opened select the option "Change", to have more details.

The person needs to have a filter defined in the Dimension Reporting Unit, which defines the companies that will be shown for the person.

So open this filter to see more details.

Select the option "Change", to have more details.

As can it be seen this user has a common access to Luxembourg Team

8.2  - Add a New Company to the BFC Users Profile

When there is a new company in BFC, either when a company is acquired or become Full Consolidated, it should be granted that the people in charge for the company have it in their view.

The most common profiles that have to be updated are:

  • SBS FSL Front Office - The Data Access Group of the CAM 
    • Owner Group: Usually SBS-FSL-XX, where XX stands for the country code
    • Data access groups: starting by ENT-xx where xx stands for Country (sometimes for Region)
  • SBS FSL Accounting platforms - people located in SC's Lisbon Riga Curitiba Bangkok
    • Owner Groups: SBS-FOP-xx where xx stands for the related service center / Note: under review in September 2021 to reflect the merge of FOP teams into Acc platform ones
    • Data access groups: ENT-ALL-PACK (all companies included), few exceptions
  • SBS FSL Service Units - operating on WW basis, should have access for all IG Companies
    • Owner Group: SBS-FSL-MAC / FAC / TSU
    • Data access groups: ENT-ALL-PACK (all companies included), few exceptions
  • Business Controllers and FD's - should have access to their GBU(s) without any restriction on legal companies (WW scope)
    • Owner groups: starting by CONTR-BU-xx where xx stands for GBU codes
    • Data access groups: starting by BU-xx where xx stands for GBU codes
  • Corporate teams (GAR, Controlling, Treasury, Tax) - by definition they have FULL access on both GBU's and companies
    • Some of those users can access to Journal Entry module / others will only get display accesses
    • Note that such accesses are always subject to approval from Consolidation manager in GAR team
  • External parties (Auditors)  / Solvay IT teams - by definition they have display FULL access on both GBU's and companies
    • Note that such accesses are always subject to approval from Consolidation manager in GAR team


Firstly, it needs to be confirmed if the company is in the Data access Group. For this enter in the profile of someone that is responsible for the company .


As example the company 07779, that becomes Full Consolidated on Sept 2021, then it was necessary to check the Riga Front Office's profile.


Open the field Data Access Group.


Open the Group by selecting the option "Consult", to have more details.


The Screen opened shows the level of access and the Data definitions for each category.

  • The levels of access that someone can have is: Data entry, that allows to enter data in the packages; Data analysis, that allows only to consult data through the Run Reports domain; Consolidation and Central manual Journal Entries access.


Then select a Data definition to open and see more details.

A group may have different data definitions, if that is the case, it has to be entered in all to see the details.


Select the option "Consult"  to have more details about the Data definitions.


The screen opened shows the dimensions defined for the access, as a Filter of Reporting Units; Activities; Accounts, etc.

In this instance the user has a Filter of Reporting Units that defines the companies he/she has access.


Then it will be possible to see the companies that are set in the filter. 

If the company is not available it has to be updated.


Note: The filters should be defined in the Setup module > Dimension Builder.


There are some levels of definitions of the dimension builder, it must be selected the option Filters.

8.3 - "People on the Move" Monitoring in the Solvay One Portal

 Solvay One portal is providing all organizational changes or "people on the move".

As soon as a Finance appointment (inside FSL or Corporate or Business) is identified in Solvay One news, BFC Admin must act proactively to anticipate the people needs:

  • need for a BFC access creation / modification of the existing BFC access if any / closure of the existing BFC access
  • update of the GAR List to include the new person if he/she becomes or is no more a key Finance contact (CAD, CAM, Acc Platform leader...) for one or several companies


As an example: on February 1st of 2017 it was identified a new CAM for some US companies. In the announcement is possible to see that the person is a new comer in the Group, thus has no access to BFC.

BFC Admin 's action:

  • Identify the companies the person will manage;
  • Create access to this person with the needed rights;
  • Update on GAR List of Companies, in this instance, the CAM for the companies that this person will be assigned.



END OF THE PROCEDURE.