| Domain: Finance Data & Reporting |
Responsibility area: Ensure consistency of General Ledger master data |
Table of contents
By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)
Scope3. Remove the icon when not applicable |
1. Objective and Scope
1.1 Objective of this Operation
1.2 Scope
The scope of this procedure is worldwide.
2. Definitions
See Finance Glossary
3. Tasks description
3.1 I receive a request to create a General ledger account at company code level
3.2 I confirm that the request is made by an authorized requester
3.3 I analyze and validate the information provided in the request
Make sure all mandatory information are filled in the template :
- Company code
- G/L account.
NB : if no information on parameters are given, the ones of another view will be replicated, ideally the reference company code (MOCO for PF1 and XEU1 for WP1).
Make sure alternative account is given for request concerning the following countries:
- WP1: Chile, France, Luxembourg, Spain, and Peru.
- PF1: France, Luxembourg, Portugal and Russia.
Validate the consistency of the account code and description, with its parameters: VAT, open item management, line items, only posting automatically.
Check that the account is valid for all countries : if the account exists in the reference company (MOCO / XEU1) but is “blocked for posting” in that company, it is because it has a restricted use and can only be used in specific circumstances. Check this use.
Make sure the account can be created for that country. Accounts available for a single country are specified this way :
- WP1: a country code of 2 letters is entered in the beginning of the description ; e.g.: IN for India ; CH for China ; BR for Brazil.
- PF1 phone country code of 2 digits in the last characters of the account number.
3.4 I record the new General ledger account at company code level
In order to be used by a company, an account must be extended at company code level (= create company view).
There are 2 ways to extend a GL Account at company code level.
1: Via Workflow, in PRS (PF1_050) – transaction ZZF_MDWF_REQUEST.
Whenever a new account is created at the Chart of Accounts Level, this account should be created in the reference company codes (MOCO for PF1 and XEU1 for WP1) so that it is possible to extend using the Workflow, otherwise the creation at company level need to be done manually using transaction FSS0.
In PF1 (050), run SAP transaction ZZF_MDWF_REQUEST and open the request being processed.
Take in Charge
To be able to extend the account correctly, the correct system must be selected in System landscape:
CICC: PI1 System
ERP Solvay: PF1_200
ERP Rhodia Core: WP1_400
Modify the Request (Ctrl+F2)
In the tab “Master Data” include a new line clicking on the folder.
The first row in yellow can’t be used, it's necessary to create a new “blank” row and inform the “CoCode = Company Code” and the GL Account.
Click on Refresh
If the GL Account is created in the reference company codes (MOCO for PF1 and XEU1 for WP1) the “Check Entries” will turn green, therefore, there is no error and you can complete the account creation process at the company level.
Save (Ctrl+S)
Approve (Shift+F2)
Select the row with the accounts that you want to extend and click on “Call Transaction” and the account will be extended.
If the “Call Transaction” field is not available, you must submit a ticket to the IS and request access, they must provide you a specific authorization to be able to extend accounts via workflow. |
At the end of the page you can see the Result of the call to the transaction, if there is an error message it is needed to check if all the steps were followed correctly.
Force status to Complete (Shift+F8)
In the tab “Field” include a message informing that the request is completed and click on Send Message to finalize the request.
If the company where the account is being extended belongs to a country that requires an alternative account, you will receive an alert and the alternative account must be filled in the "Altern. Account" field before proceeding with the "Call Transaction".
If the field is already filled in, it means that there is already an alternative account created for this account, so the system will suggest the existing account to be used in the field “Proposal”. |
2: In PF1 (020) and WP1 (400), run SAP transaction FSS0.
- PF1 only : make sure you are working in client 020 of system “ERP Production”.
To ease the creation, use a reference account [its parameters will be duplicated] : click on the button “Create with template”
NB : if no information on parameters are given, the ones of another view will be replicated, ideally the reference company code (MOCO for PF1 and XEU1 for WP1).
The information will be duplicated from the reference account.
Save (Ctrl+S) and the GL Account extension at Company level is completed.
Check that the parameters of the new account are suitable.
Enter the alternative account, if applicable for that country.
- WP1 : if no alternative account applies, enter in this field the new Z001 account number.
- Check the appropriate account in other companies for the same country [note : in PF1, for Russia, do not use company 6019 as reference as its alternative accounts differ from the other Russian companies].
- If the country does not require alternative account, in WP1 only, enter in this field the new COCA account number – leave blank in PF1.
WP1 Example if the country does not require an alternative account:
(For WP1 this is a mandatory field, that's the reason why it can’t be empty).
PF1 Example if the country does not require an alternative account:
(For PF1 this isn't a mandatory field, that's the reason why it can be empty).
If several similar accounts have to be extended, the account previously extended can be used as the reference one.
0231 CICC + ZBEA ERP Solvay Each time an account is created / updated / blocked / unblocked for company 0231 and 2232 in the CICC/PI1, the operation must be replicated / mirrored in company ZBEA and ZBEB in the ERP Solvay. |
Monthly the responsible for companies ZBEA and ZBEB perform a procedure to ensure that the values are the same in CICC and PF1 so that there are no errors in the procedure, no account should be blocked for posts in the companies ZBEA and ZBEB even if they are blocked in 0231 and 2232.