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: Treasury Backoffice

Responsibility area: Respect of EMIR rules.

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




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1. Objective and Scope

1.1. Objective of this Operation

I control the intercompany transactions


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

I verify that all contracts are approved and correct in SAP and Quantum, and I contact the responsible persons if there is a need to validate a contract.


3.1. I check that all intercompany transactions are duly confirmed.

3.1.1. Intercompany Treasury Contract Confirmation - PI1/ Treasury Online


Once a week, the Back Office checks whether all the Money Markets contracts have been approved by the members ( CAM´S- Country Account Managers).  If not, the Back Office contacts the people responsible to check the contracts in Treasury Online and approve them. To go to treasury online I need to go to Solvay One- Solia Services https://one.solvay.com/en


Solvay Treasury Online



Click on the image My online portal




Click on Treasury Contracts Confirmation





Select the dates from 01.01.2018 (to be sure to have everything) until the day I do the search and choose confirmation status "Waiting for confirmation" and then click on "load"




We obtain this



Some contracts may also appear for confirmation, as in the example below.

In these cases we must contact the CAM (Country Account Manager) of the account to confirm the contract.



In this case I have to send an email to the CAM of company 6080. To find the email of the CAM, please see point 3.2.1


3.1.2. Intercompany Treasury Contract Confirmation - Quantum


In Quantum we have to do this procedure twice a year (end of March and end of September). In practice, if an email address has changed, I must send confirmations for the last 6 months 


I need to go to Quantum>Confirmations






I will choose another selection by clicking on the waffle menu and choose the filter below:



I will choose the time frame (if there are many contracts it will take some time to finalize the operation) and indicate the company for which you want to send the confirmations ( in this case is companies 7523 and 7523L). and I click "Run Query"




I select the deals and click on the burger menu on the right hand side and then choose the option "Open Paper"




The file will be downloaded and by opening this file I can see the confirmation. I need save this one by indicating the concerned company code and then send it by e-mail.




Example of email:


...


3.2. I check the email address of the person who has to approve the transaction.

3.2.1. I check who is the responsible Country Account Manager

To check the Country Account Manager responsible for approving the contracts in Treasury Online, I have to go to SAP transaction SE16 and then choose table ZZF_mailrecip



After I chose the option EMIR* and the company number ( in this example I put code 8090)



Select and obtain :



In this case I have two contracts, so I click on the first one and have the contact of the CAM



I can see the mail address used (in this case it is the CAM of this society). I can have 2 different address mails (the information completed in this table was communicated by the society).

 

I cannot modify this table by myself (if necessary), so if I need to remove or add a contact I have need to create a ticket - https://solvay-dwp.onbmc.com/dwp/app/#/catalog



 I have to mention the address that I want to add and also if I have to cancel another.


After I have the CAM contact I have to ask him/her to validate the contract in treasury online. If he/she does not have access/authorization to approve that contract, we have to contact the TSU Tools & Bam team to create access for the CAM.

...


3.3. I check that all intercompany transactions are duly confirmed (EMIR).

3.3.1. How to check the affiliate deals that should have been reported in REGIS TR


Once a month (more or less on the 15th day) we have to do this procedure in order to verify that there are no contracts that are outside the exemptions we have (check below the list of exemption from declaration with FSMA). I have to go to Quantum> Dealing>FX



Select the option 0231 & 0001 -all deals



And after choosing, select the option configure. I will select the time frame I need ( from the last verification until today)


After I click on "Apply", and I will have the table with all the deals in this period. I will choose the option to extract to Excel





In Excel, I need to go to column F (instrument Type) and remove the FX-spot from the selection (they should not be declared).



In the column Counterparty remove the Banks (they declare themselves)



After this filters, I get the result below. Here I need to remove the line 0231as well



And I get the final result



I have 2 deals left and I have one last check to do.

Currently  we have received an exemption of declaration with the FSMA valid for some Solvay’s Affiliates, this list is managed by the TSU Tools & BAM team, so I have to check with them if I have an exemption for the 0001 and the 5997


Here is the list of the current  companies that are exempted:



If an affiliate is not in the exemption list, I re-check the list with TSU Tools & Bam team, I ask IS/CGI for guidance.


So the final result I had (two companies), I have to send an email to IS/CGI to inform.

Please see an example of the email:



 

...

End of document.