Tasks to be completed when documenting an operation (from creation to publication)

 1. Enter the Title of the operation / page

2. Add the following Labels : 

    • Scope of applicability: ww, country_accounting 

    • Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore, new_zealand, emea_transversal, apac_transversal

    • Unit and Domain according to the List of labels to be used in the Finance Service Line space

      • E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
        • Labels to be used: ww, financial_accounting, central_fin_proc_compliance

      • E.g. 2: France Operation in Financial Accounting:
        • Labels to be used: country_accounting, france, financial_accounting
          (for country operations, the Domain is always country_accounting)


3. Fill in all fields as described above

4. Name the title of each section using OPD methodology naming convention - Infinitive verb without the “to”, mainly action verb...something) - " I do something..."

5. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 


Domain: TSU Tools & BAM

Responsibility area: 2. Enter the responsibility area described in OPD matrix ("N/A" for Country Accounting Operations)

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

Please remove the icon when not applicable.


ERP

4. Remove the icon(s) when not applicable

Please remove the icon when not applicable.
Frequency

5. Remove the icon(s) when not applicable

Please remove the icon 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 Form name



Attachments

8. Add the link to attachments or external links




Previous operation << >> Next operation



1. Objective and Scope

1.1. Objective of this Operation

WHY - Describe the objective of the operation


1.2. Scope

Detail the scope (legal entities, etc.)


2. Definitions

Definitions should be added in the Finance Glossary - Add definition and link it to respective Letter in Finance Glossary 

See Finance Glossary:

  • ...


3. Tasks description

WHAT and HOW - Main content of the operation

The content should be mainly organized in 2 levels of Headings to ensure a proper link with the Table of Contents.

Select the level of heading in the "Paragraph" option.

3.1. I (Original requestor, CAD, CAM, Treasury…) request a modification of a bank account.


Any person having the view on a bank account (original requestor, CAD, CAM, Treasury…) can request a modification to a specific bank account. To this purpose, use the AODOCS workflow and advance the status to 5.1-Modification request and explain - in the description field - the nature of the change request.

 Different kinds of modification can be requested. Below are some examples:

Example of modification request

Open a new currency compartiment in an existing multi-currency account

If validated, TSU will duplicate the existing record and add the new currency.

Request to the bank to add this new account/currency into the cash-pooling, Swiftnet & EBS.

Maintenance of virtual bank accounts linked to a main account.

If the virtual account generates bank statement, then it should be treated as a new bank account for the setup in system (including virtual cash pooling on main bank account). If not -only a reference in the main account bank statement - then no need. The virtual account should still be communicated to A/R team for them to setup the auto matching with A/R invoices.

Change of owner of the bank account

In case of M&A or LER, a bank account could be transferred from one Group entity to another Group entity.

Change of bank name or swift

Please provide the new bank account certificate and TSU will change the details accordingly. Preferred  channel for communication is a modification request in AODOCS, or a BMC Helix ticket.

Modification in cash pooling (add, remove, change of structure)

Tax validation might be needed if a material change in the CashPooling structure is in place. Implementation is the responsibility of TSU. IT & Accounting need to be informed for setup.

Modification in connectivity (Swift, Fides, Banking Online portal)

Implementation under the responsibility of TSU. IT & Accounting need to be informed for setup.

Change of legal Representant / Power of Attorney / List of signatories

See next section 1.3 Update of Power of Attorney  (POA) and/or authorized signatories and 1.4 KYC renewal

Other change in AODOCS F Finance Legal Entities Management

Such as ERP, % of ownership, CAD, CAM…

TSU can easily update the bank account by deleting the field “Old company name”. It will trigger a script that will update relevant fields from AODOCS F Finance Legal Entities Management.



End of document.