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


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 adjust of the group hierarchy for impairment process based on Actual 0 information.

1.2 Scope

The scope of this procedure is for Consolidated and Non Consolidated Companies.

2. Definitions

See Finance Glossary.

Deadline proposal:  This task must be performed twice a year on September and December. 

Description of the task: Analyze and update the group hierarchy so that the information is correct.

3. Tasks description

3.1 I request the updated file to proceed with the analysis



Before the deadline (September/December) is close, our team should send an email requesting the updated file so we can work on the update of it.


When receive the updated file, create a new folder in our Google Drive, rename with the currently month being analyzed and past the file received. 

3.2 I extract the report from 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 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.