Domain: Finance Data & Reporting

Responsibility area: Ensure consistency of Actual 0

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)

ACTUAL 0 Instructions
ACTUAL 0 Working Files
CBCR Revenues


Forms

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


Attachments

8. Add the link to attachments or external links

1. Objective and Scope

1.1 Objective of this Operation

The objective of this procedure is to describe the process to perform the quarterly checks on Actual 0.

1.2 Scope

The scope of this procedure is for Consolidated Companies.

2. Definitions

See Finance Glossary.

Deadline proposal: The publication must be done until D+6 and review by CAM until D+7.

Description of the task:  Collect for each consolidated company:

  • Detail of revenues (broadly speaking, so not only sales of products) included in the IFRS income statement;
  • The headcount.

We are responsible for uploading it to the BFC to facilitate filling, as for some companies there is no change in the amount, however it is the responsibility of the CAMs to verify that the information contained in the BFC Headings are correct.

3. Tasks description

3.1 I run the ERP interface for all WP2 / PF2 companies



Login SAP and run transaction ZZF_BFC_Collective, mark the options:

Select variant:


PF2 - SyensqoCBCR_X0
WP2 - SyensqoCBCR_X0
PI2 - SyensqoCBCR_X0


  • Specific Family: X0
  • Origin: Accounts Line items / Accounts totals
  • Current Period
  • BFC Consolidation Perimeter: PF2 - SYEP / WP1 - SYEW

(warning) Always check with the GAR list that no company is missing in both variants.
Only IG - Fully Consolidated.

The variant is ready for execution in background: Overall for each ERP consider time to execute in background (it will take +/- 2000 seconds).



Result of ZZF_BFC_Collective:
Is it not necessary to export or sapve any files, only execute the transaction.

Run transaction ZZF_BFC_Conversion.

Select variant:


PF2 - SyensqoCBCR_X0
WP2 - SyensqoCBCR_X0
PI2 - SyensqoCBCR_X0

  • Specific Family: X0
  • Current period
  • BFC Consolidation Perimeter: PF2 - SYEP / WP1 - SYEW

Result of ZZF_BFC_Conversion:
Is it not necessary to export or save any files, only execute the transaction.

Run transaction ZZF_BFC_Transfer.

Select variant:


PF2 - SyensqoCBCR_X0
WP2 - SyensqoCBCR_X0
PI2 - SyensqoCBCR_X0

  • Specific Family: X0
  • Current period
  • BFC Consolidation Perimeter: PF2 - SYEP / WP2 - SYEW
  • Destination folder: save the file in your Desktop or in the folder you prefer → Save the file in CSV.

Once salve, the file should no be opened as it changes the formatting of company code, always follow the next procedure to edit the file extracted.

Open in Notebook to adapt the date by:


Select Edit --> Replace or Ctrl H: 

Then replace the ACTUAL0 to ACTUAL0: 


3.1.2 I upload the data in BFC

Login BFC with your User and Password and click on Package Import in Local Data Collection.

Before uploading, check that ACTUAL 0 packages are not locked or protected, otherwise unlocked the package or ask BFC-Admin for unlock.

Upload your file saved in your desktop by clicking on Upload your file to the local server.

Do not change the other fields and click on Data preview to check that all the lines loaded correctly.


Only select Replace Data.

(warning)NEVER USE THE OPTION "ERASE THE PACKAGE AMOUNTS BEFORE IMPORTING", otherwise you will deleted data included in the other ACTUAL 0 document.



Click on Import.

  • Follow up on the error messages if they exist.


  • To check if values were imported, access the BFC Heading L4060 - CBCR - Revenue and headcount - F99 Closing.

3.2 I extract the Country by Country report FTE

Annually, we also need to upload in BFC the values regarding the number of employees per company. This upload takes place in Q4, at the beginning of the year.

(lightbulb) Attach the previous year's file to be easy to identify the reporting we need.


To extract the FTE report:


    1.    Open Excel.
    2.    Go to the Analysis tab (top menu).
    3.    Click on Insert Data Source (or Analysis Design depending on the version).
    4.    Select the environment: Syensqo BW – Production – OBP.
    5.    Under the folder Workforce, choose the query called Workforce Simplified.

Example of where to find the correct query:



    6.    Run the query to extract the employee numbers per legal entity and country, based on Y-1 data.


7.    In the layout:
    •    Add Company Code (HR) to the Rows.
    •    Add Calendar Year/Month to the Columns.


Once the file is ready, save it in the correct folder on our Google Drive.



3.2.1  I prepare the FTE data to load


Download the official file, rename (FTE File 202*) and create a new tab with the year that will be imported in BFC.

Open the file you extracted and copy the full information from columns A and B regarding the code of companies and name.


Paste the information copied in the new tab downloaded in Step 1 in in tab Data from HR File in columns A and B.

From the extracted file, copy the full information from from Y-1.

  1. Example:

    If you are preparing the upload for 2025, use the data from 2024 (column AX: 12.2024 in the file).

For this example, column AX: 12.2024.


Paste the information copied in the new tab downloaded in Step 1 in in tab Data from HR File in column C: Active Internal Workforce.

Paste a new GAR List updated in tab GAR List.

(lightbulb) Only import values for active companies and IG - Fully Consolidated.

In tab Data from HR File, make a VLOOKUP with the Group company status of GAR List.

> If Deactivated or Non conso: do not import any value and delete from our data base.


In the new tab created for the currently year, fill in the columns as below:

  • D_CA: ACTUAL0
  • D_DP: Current period where the values will be imported, for the example it is 2023.12
  • D_AU: 0LIA01
  • D_RU: BFC code of companies (copy from Data from HR File, tab Company Code (HR)
  • D_CU: Functional Currency of the company, make VLOOKUP from GAR List.
  • D_AC: CBCR990
  • D_FL: F99
  • P_AMOUNT make VLOOKUP with tab Data from HR File and get amount from Column C: Active Internal Workforce.

Leave the next available fields blank:

  • D_T1    
  • D_MO    
  • D_T2    
  • D_MARK    
  • D_CGU    
  • D_PMARK    
  • D_MVTCA    
  • D_ZADM    
  • D_PAYS
  • D_BKAC
  • D_SITE
  • D_YEAR




(blue star) Perform some quality checks such as:

  • Make sure you included in the report all companies from the file provided by Payroll team.
  • Check if the companies are IG - Fully Consolidated.
  • Check if all companies are Active.
  • Make sure that you have the correct BFC code in column D_RU.
  • Confirm if the Functional Currency of the company is correct.

Open a new excel file and copy with values the information from the data base treated in Step 5 so we'll be able to convert to CSV and upload in BFC.



Save the file in your Desktop or in the folder you prefer → Save the file in CSV.

Once salve, the file should not be opened as it changes the formatting of company code, if any change is needed open with Notepad.



3.2.2  I upload the FTE data in BFC


Login BFC with your User and Password and click on Package Import in Local Data Collection.

Before uploading, check that ACTUAL 0 packages are not locked or protected, otherwise unlocked the package or ask BFC-Admin for unlock.

Upload your file saved in your desktop by clicking on Upload your file to the local server.

Do not change the other fields and click on Data preview to check that all the lines loaded correctly.


Only select Replace Data.

(warning)NEVER USE THE OPTION "ERASE THE PACKAGE AMOUNTS BEFORE IMPORTING", otherwise you will deleted data included in the other ACTUAL 0 document.


Click on Import.

Send and email to all CAMs and CADs informing that the CBCR report information for the Actual 0 has been uploaded into the BFC and save the working files in Google Drive.