1. Objective and Scope

1.1. Objective of this Operation

The objective of this Operation is to ensure that the Treasury Operations performed in Quantum System are appropriately reflected in to the accounting of Quantum and consequently interfaced to SAP.

An operation in Quantum that has no reflection in to the accounting will hence not be recognized as a Journal Entry item.

 Link to the full document:

https://docs.google.com/document/d/1RpMAqAZvj7QtbRPL6hjTCyI9t73sXDI7FL711b-dxcc/edit?tab=t.0#heading=h.gjdgxs - Manage GL accounts

https://docs.google.com/document/d/1Q-9tgmpqtElc9TlUb4jJaiQDekahvrxN/edit - Accounting and MtM Quantum Configuration Guide

1.2. Scope

WW Solvay Group Scope

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

The creation of a GL account follows the group GL account structure.

For any new process (instrument design) the GL account structure will first be designed with Data Management and Reporting as it would be done for the GL creation in SAP with the Process Expert of the Instrument in Accounting.

Quantum GL account will have a mirror account in SAP, hence the structure will match the one defined in the Master Chart of Accounts of SAP.

For a question of rational, the Quantum account follows the PI2/PF2 (COCA) structure, and is mapped when necessary to the WP2 (Z001) structure.

As soon as the COCA account exists in SAP environment, the Quantum account can be created.

Below is described the steps to create a GL account in Quantum after all the decision process is accomplished.

3.1. I am informed of a New GL to Be Created

3.1.1. Treasury Operations created a new bank account in Quantum and requests a GL account for the bank account.

When a new bank account request is created via AODOCs, Treasury Accounting should intervene at that moment to determine what accounts are to be created via DMR request (Standard Process).

3.1.2. Process Design implementation: new GL Account to be Created

The new GL account creation will be first discussed with Data Architects and then the standard process will take place. This will occur under a new process design.

3.2. I Create a New GL account 

3.2.1. I ensure the account for a new process is defined at COCA level  (and Z001 Level for WP2 banks)

To do this enter SAP PI2 environment.

Enter transaction code FSS0 and search for the account

If the account exists you may proceed. If not follow the contact with the Data team via PRS requests to create the account.

If the account being requested is a Bank account adapt the search to the entity environment

WP2 or PI2/PF2

3.2.2. I access the information in Quantum to create a GL Account

Enter the Quantum Environment

Go to 

Static → General ledger account templates

In this section is the definition of the GL accounts of this system

In the screen below

Select the icon 1. Browse "waffle" 

Select in icon 2. Accounting Type 

The following screen will appear

Select type IFRS 

(At design IFRS was created as a Sublevel of the Master to allow flexibility to the System). IFRS = COCA

The following page will be provided

1. Informs you at which accounting type you are. 
2.  Informs you of the number of accounts created at this accounting type.
3. You may select another view. 
4. You may search to browse for a dedicated account
5. Action button
6. Create a New account after selection of button 5.

After selecting 'Create' the following template will pop up

3.2.3. I Prepare the Template at IFRS Level to Create the account in Quantum 

1. Template Name
   • Will be the 10 (or 8) digit code as per SAP account.
2. Type
   • Balance Sheet
   • Profit And Loss
   • Off Balance Sheet
   • Retained Earnings (Balance Carry Forward Yearly Process)
   • User Suspense Account (Z or Technical Account)
   • CCy Position Account (Not used)
3. Account Code Format (Constant is equivalent to the Account digit)
4. Currency 
   • For Banks ensure it is the currency of the account
   • For All other insert 'ALL'
5. Account Name
   • Start by the BFC Heading
   • If it is a Balance Sheet Heading that depends of the Sign (Asset or Liability) a /L may be requested.
   • Add then '-' and the Name of the GL account in SAP English Language.
6. Selection for Quantum Revaluation enable.
   • Only for Balance Sheet Accounts of a Monetary nature.
7. Currency Translation Gain and Loss accounts

• • Dedicated Gain and Loss accounts shall be used based on the BFC Heading codification.
    
    

3.2.4. I Check if the account is created in Quantum at Company Level

To assess if a account is created at company level, still in IFRS view

1. Select the account by highlighting it
2. Select the Action button
3. Select View GL Accounts

The following detail is presented with the information of the company in which it is already created and the date of Creation and if Active.

3.2.5. I Create the account in Quantum at Company Level

After creating the account at IFRS Level you may need to activate for one or multiple Company.

The activation at company level is done as follows.

Go to 

Static → General ledger account template

In this section is the definition of the GL accounts of this system

In the screen below

Select the icon 1. Browse "waffle" 

Select in icon 2. Entity

The following Screen will be presented

In 1. Browse the entity concerned

Select the entity with the L:

Then on the menu below select “Generate accounts”

The following screen will appear:

Review the currencies it recommends for creation. If any currency is missing, add it. If any currency is unnecessary, remove it.

Select “OK”.

The pop-up above shall inform if created.

Alternatively, you can select ‘View GL accounts’ from the menu to see when the account was created.

3.2.6. I update the SAP table in PI2 for the Accounting Interface of Quantum

In order to ensure that the accounting interface will be able to convert the information the following table shall be updated

Go to SAP PI2 → Transaction SE16N

Table: Z8Y_AI_MAP_HKONT

Execute → you may filter or access all data.

The following screen will be proposed

1. Determine the ERP 
2. The Chart of accounts per alignment of the ERP
3. Quantum Chart of Account (Constant)
4. GL Account of SAP target ERP
5. If the account shall not be considered for the interface
6. If the SAP Transaction type (feeding the BFC Flow) shall be derived from F15 (mainly for Bank and Settlement Process)
7. Is the account an external Bank Account

If your account is not mapped:

In SE16N

Call the maintenance button

Select the Change Icon

Add  a New entry

Populate as per

1. Determine the ERP 
2. The Chart of accounts per alignment of the ERP
3. Quantum Chart of Account (Constant)
4. GL Account of SAP target ERP
5. If the account shall not be considered for the interface (Z accounts)
6. If the SAP Transaction type (feeding the BFC Flow) shall be derivated from F15 (mainly for Bank and Settlement Process) (Banks and IBA Accounts)
7. Is the account an external Bank Account
8. Save the information.

3.3. I Create General Ledger in Quantum for a new entity

 3.3.1. I activate the accounting postings

To activate the accounting postings, the General Ledger (group entity) must be linked to an accounting type, and the Posting entity (transactional entity) must be open.

When a new entity is created and needs to be “activated” for accounting:

1. Go to → Static → General Ledger

2. Select the “ledger” entity (CCCCL), select “New ledger” and select IFRS accounting type. 

Select the entity "L":

Select "New Ledger":

Select IFRS accounting type:

Please note that ALL settings, including the base currency will be inherited from IFRS. The base currency must be changed if not EUR ( linked to SAP currency). Confirm the functional currency of the company in the GAR list.

And change it if necessary:

After complete these steps, Save it.

3. Select the transactional entity, and select “Start posting”:

After these steps, the new entity is activated for accounting postings, and we must have the following status:

4. When all steps are completed, Treasury Tools & BAM Team can update the Entity and flag "Enable hedge accounting" and include the Transition Date.

End of document.