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 perform the check


Access the Internal control - Equity in Google Drive, create a new file and name with the new month.


Use as an example a file from the previous quarter for the formulas be copied, download the file so we can work in Excel.

> After the check is complete, upload the file to the new folder created and rename with the current month.


Update GAR List:

GAR list must be updated every quarter or whenever we know of a change or existence of a new entity.

Go to Legal Entity Card > Execute “Document Export” (See how to configure here).

Add new companies:

  • Sheet “GAR List” > Check column A for “ADD”;
  • Add those companies on sheet “Other BS items”;
  • Extend formula from the previous line;
  • Manually add information in column E (SAP Code) and J (Code 1), the rest of the information will appear automatically with the formula;

(warning) Only perform check for companies with the Status Active and Consolidation method Fully consolidated (IG) or Proportionally consolidated (IP) or Equity method (ME)*


In tab OTHER BS ITEMS update dates of Periods:

  • Period 1 > Update cell F6 with a date from the last month already closed;
  • Period 2 > Update cell F7 with a date from the month we are closing.

(lightbulb) Example: If we are closing April, Period 1 is March and Period 2 is April*.

Extract data from BFC.

Tab “Add-Ins” > Financial Consolidation > Autonomous Mode > Import > In Sheet.

The values in columns L and P will be filled in automatically.



Extract data from SAP.

We do the check in companies from 3 different systems, PF1, WP1 and PI1 automatically with Excel Macro.

Open a new window in SAP (if we're gonna do PF1, we open a PF1 window, and so on) > Perform macros “Press for PF1” and “Press for WP1” > the values in column Y will be filled in automatically > Perform “Text to columns” if necessary.





To extract the data from SAP manually (PF1/WP1):

Login SAP and use transaction GR55 > Report Group Z4F3 > Fill in the data.


Copy the value from the column “Variance” to column Y in the excel file > Perform “Text to columns” if necessary.



For Systems PI1 (Only Manually):

Transaction GR55 > Report Group Z4S1 > Fill in the data.

> Copy the value from the line “Net Result” and the column of the month we intend, to column Y in the excel file > Perform “Text to columns” if necessary.

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.