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 June 30, and review by CAM until September 30.

Description of the task: To comply with the OECD request, once a year, in Q4 based on Y-1 figures, we have to publish a report by country / company with tax / financial / non-financial data.

Some data are available :

  • In the financial statements of the ACTUAL2
  • In the document “L4050 - Financial Information - Non Consolidated companies” of the ACTUAL0

However, additional information must be collected through the L4060 of ACTUAL0 :

  • Detail of revenues & headcount for consolidated companies

Available reserve for distribution for all Solvay companies, collected through: 

  • L4000 - Local Gaap equity for dividend valuation 
  • L4050 Financial information - non consolidated entities

Purpose:  Collect for each consolidated company:

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


The table below details the different information to be published in the CBCR report and the current source of information:

Heading

Source of information

Consolidated cies

Source of information

Non Consolidated cies

Revenues

L4060 - ACUAL0

L4050 - ACTUAL0

Profit / Loss before income tax

ACTUAL2

L4050 - ACTUAL0

Income tax paid

ACTUAL2

L4050 - ACTUAL0

Income Tax accrued

ACTUAL2

L4050 - ACTUAL0

Capital including issue premium

ACTUAL2

L4050 - ACTUAL0

Reserves available for distribution

L4000 - ACTUAL0

L4050 - ACTUAL0

Number of employees

L4060 - ACTUAL0

L4050 - ACTUAL0

Tangible assets

ACTUAL2

L4050 - ACTUAL0


Once a year, during Q2 until June 30, we are responsible for the extraction in SAP and Upload in BFC of CBCR values referring to the previous year, after we perform the upload, it is the responsibility of the CAMs to validate the values and proceed with the necessary updates.


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 WP1 / PF1 companies



Login SAP and run transaction ZZF_BFC_Collective, mark the options:

Select variant:


PF1 - CBCR_X0
WP1 - CBCR_X0

  • Specific Family: X0
  • Origin: Accounts Line items / Accounts totals
  • Period: Y-1 December
  • BFC Consolidation Perimeter: PF1 - SOLP / WP1 - SOLW

(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 save any files, only execute the transaction.

Run transaction ZZF_BFC_Conversion.

Select variant:


PF1 - CBCR_X0
WP1 - CBCR_X0

  • Specific Family: X0
  • Period: Y-1 December
  • BFC Consolidation Perimeter: PF1 - SOLP / WP1 - SOLW

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:


PF1 - CBCR_X0
WP1 - CBCR_X0

  • Specific Family: X0
  • Period: Y-1 December
  • BFC Consolidation Perimeter: PF1 - SOLP / WP1 - SOLW
  • 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 Y-1 to the Y: 

(lightbulb) Note: we import to BFC based on data from the previous year.

  1. Example:
    - We extract the amounts from 2022 from SAP to upload into BFC in 12.2023.
    - Next year we will extract the amounts from 2023 from SAP to upload into BFC in 12. 2024.

  2. Example in the screenshot:
    The upload in BFC will be done on 12.2017 with the amounts from 2016 extracted from SAP, for this reason we need to change the data.


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 request the Country by Country report **FTE**

At the beginning of June, send an email to Payroll Accounting (ines.runa@solvay.com) requesting the Country by Country report by FTE.

Annually, we also need to upload in BFC the values regarding the number of employees per company.

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


As soon as they send, save the file in our Google Drive.



3.2.1  I prepare the FTE data to load


Download the official file, rename (FTE File 202* (update - 22_06_23)) and create a new tab with the year that will be imported in BFC.

Open the file sent by HR 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.

Open the file sent by Payroll team and copy the full information from from Y-1.

  1. Example:
    - We received from Payroll the amounts from 2022 and we'll upload into BFC in 12.2023.

For this example, column AW: 12.2022.


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: do not import any value.


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_ORU: 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

Leave the next available fields blank:

  • D_T1    
  • D_MO    
  • D_T2    
  • D_MARK    
  • D_CGU    
  • D_PMARK    
  • D_MVTCA    
  • D_ZADM    
  • D_PAYS

For the last field P_AMOUNT make VLOOKUP with tab Data from HR File and get amount from Column C: Active Internal Workforce.


3.2.2  I upload the FTE data in BFC