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: Country Accounting

Responsibility area: N/A

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


Frequency

5. Remove the icon(s) when not applicable

 

 

References

6. Add the link to SAP transaction(s) (when it exists)

FBL3N, ZZF_POSTING_FILE


Forms

7. Insert the links accordingly and change the link text with the Form name


Attachments

Posting file folder



1. Objective and Scope

1.1. Objective of this Operation

This procedure explains how to make an immediate correction on G/L accounts 6220003320 and 2454000011 regarding the retirement savings plan. 

1.2. Scope

Detail the scope (legal entities, etc.)

This procedure is applicable for US PF1 companies.

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

401(k) is a retirement savings plan sponsored by an employer. It lets workers save and invest a piece of their paycheck before taxes are taken out. Taxes aren't paid until the money is withdrawn from the account.

3.1. Responsibilities

Accounting Platform Responsibilities: 

  • Accounting Platform is responsible to handling and clears the account 6220003320.

3.2. Periodicity

The procedure needs to be performed after all the payroll file for the month is posted in AODocs.

This procedure must be performed before US - Generate Expat Billings.

3.3. I retrieve and upload the data

3.3.1. I retrieve the data

First, go to the folder US PAYROLL, make a copy of the previously file and rename with the currently month. Open the current file inside the Google sheet (without downloading the file).

Make sure to keep the tab "US_POSTING" always updated. To do that, go to HR AODocs - Admin HR download the most currently file regarding your companies, copy and paste the information from column A to J into your template, then, copy the column regarding the task month on HR file (eg.: column N that refers to month 04, if you are making postings related to month 04) and paste into your template on column M.

Go to tab 401-K Employer Costs for US

In this tab, open the group regarding your company . You will see that the information that you need to make the post is ready. Just make a double check to see if the amounts are being transmitted for the tab as it should.


3.4. I compare the posting file amounts with SAP account amounts

Go to transaction FBL3N and open G/L 6220003320 as “All items” with the closing month (e.g 01.04.2023 to 30.04.2023).


The total value on the G/L 6220003320 must be the same on the pivot table, please have a look at the screenshot below.


If you have in SAP a document type H1 (with something like "Manual Payroll posting" written in the text) that not being considered in the posting file, you have to consider it in the posting file as well. In this case, open the document in SAP, identify with cost center it is impacting and add the amount in your posting file in the corresponding cost center.


The reclassification must be done by costs centers.

To have the information by cost center, make a subtotal in the FBL3N:

3.5. I make the entry

In the posting file you need to post a credit (50) in the account 6220003320 using the cost center and a debit (40) in the account 2454000011. 

The document type for payroll is H0 automatically postings, how we will make a manual entry we have to use H1.

To make the entry, go to transaction ZZF_POSTING_FILE on SAP, click on the button "Journal Entries Cockpit" and search for the template ID PAYROLLACP and Sub ID 002 for your company.

Fill the information in SAP template as it is in your posting file and complete the entry.


3.6. I check the account in SAP after the entry made

After postings done, check if the account 6220003320 and the cost centers are balanced in the system.


3.7. I open a case on BMC Helix and inform the CAM

To register, open a case on BMC Helix and send to the CAM the document number generated.


End of document.