Domain: Finance Data & Reporting

Responsibility area: Ensure consistency P&L BFC vs SAP

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)

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 worldwide.

2. Definitions

See Finance Glossary.

Deadline proposal: Every Month, on D+7 until the end of the day.
Why?: Deadline to reopen the BFC is until D+6 at 12pm Local Time.

3. Tasks description

3.1 I send a reminder to CAMs to publish the Actual 0 Package 

Before the quarter ends (31/03; 30/06; 30/09; 31/12), we must send a reminder to all CAMs to publish the Actual 0 package as the below example:


When the deadline for the publish of Actual 0 is close, send a new reminder to all CAMs informing the companies companies that are still pending publication as the below example:


3.2 I extract the current status of publication from VIRTUS 

Select the Financial and Consolidation Reporting Users to access VIRTUS, check the standard procedure in BFC 10.1 & BOIC - VIRTUS_connection_Guide.


Select the Finance application, It will take around 2 min to create your workspace.


Complete the connection with your Solvay password.

Add your credentials and select the Remote and the Datasource name.

Remote: ACEW1PFCOFCP1.eua.solvay.com
Datasource: FCprod

Select the period you want to view the reporting clicking on Select reporting IDs:
Select the Package Manager option on Operation.

Right-click on the header of the report and select Columns to add some necessary columns in the extraction.


In the category Statistics select the below options and move to Visible Columns in the right of the page.

  • Published on.
  • Locked/unlocked on.

In the category Entity select the below options and move to Visible Columns in the right of the page.

  • Entity Portfolio (Code).
  • Entity Portfolio (Long description).

(lightbulb) You can add more columns according to what you need to display.

With these fields available is possible to check the last date of publication of Actual 0, the last date of lock and unlock of the package and the Conso Method of each company.

Q3 only: CAMs must attach the financial statement and publish the package by 30/09. In the category Attachments select the below options and move to Visible Columns in the right of the page.

  • Attachments (Y/N). 



Right-click on Entity Portfolio (Code) and select Group By This Column.
This way it is possible to filter the companies by consolidation method.

You can extract all companies with all consolidation methods or extract only what will be analyzed in the current quarter, according to the rule below:

  • Q1: Only Conso Companies
  • Q2: Conso Companies
  • Q3: Conso and Non-Conso Companies
  • Q4: Only Conso Companies



Select the rows you want to export, right-click and click on Print List of Selected Items.

Select the option Print to file and click on Browse.

  • Select Google Drive and open the folder My Drive.
  • Include a name in the file.
  • Change the type of document to Delimited string (*.csv).


Access your Google Drive, you will be able to access the extraction performed and make the necessary changes using Google Sheets.



3.3 I create the file to be included in the reminder sent do CAMs

Access the Actual 0 Share Checks folder in Google Drive, create a new folder of the period being analyzed and name as "ACTUAL 0 Q* 202* - Packages NOT published".

Create a new file and name as "ACTUAL 0 Q* 202* Packages NOT published".




Use as an example a file from the previous quarter for the formulas be copied, the file must contain an updated GAR List so that the information is updated such as:

  • Consolidation method
  • Control %
  • Currency (Code)
  • Accounting ERP
  • CAD Country Accounting Director
  • CAM Company Accounting Manager


In the first row of the table, it is possible to see notes if the column is filled manually or automatically by the formula.


Make VLOOKUP to bring the information from the GAR List pasted in tab 2.


In order to fill the column L Package publish with YES/NO:

Open the extracted file from VIRTUS so we can copy the necessary information.

 Each quarter, CAMs are required to publish ACTUAL0 packages. If not published by the CAM, the BFC Admin Team will force the publication.

Therefore, in the file extracted from VIRTUS we must check the date of last publication of Actual 0 package.

(thumbs up) If the e last publication was performed in the quarter being analyzed in the months: March, June, September and December): Include in the column L YES.

(thumbs down) If the last publication was performed before the quarter being analyzed: Include in the column L NO.

Example:

Closure of Q2: The CAMS mush publish the Actual 0 package until 30/06 to all conso companies.

  • (info) The last publication of Actual 0 package for company XXX was performed on10/04.
  • (thumbs down) Result: Include in the column L: NO, as the package must be published again within month 06.





It is important to check if the Actual 0 Package is locked since it may have been published but not locked.

Check in the file extracted file from VIRTUS in the column M Locked/unlocked on and always validate if in fact the packages are blocked in BFC.

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

Fill in the information below to filter what you want to be displayed:

  • Category
  • Data Entry Period
  • Reporting Unit

In the field Locked has a lock, it means the package is locked, otherwise the package is open and must be locked.