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: Country Accounting

Responsibility area: N/A

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

Country Accounting


ERP

4. Remove the icon(s) when not applicable

 

Frequency

5. Remove the icon(s) when not applicable

  Monthly


References

6. Add the link to SAP transaction(s) (when it exists)

ZWFA111


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

WHY - Describe the objective of the operation

This document is to guide how to check and fix the documents which doesn’t have a market assigned in BW system.

1.2. Scope

Detail the scope (legal entities, etc.)

The scope of this document is for all companies in WP1.

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

3.1. I retrieve and upload data

Go to BW following the steps:

• Open “Analysis for Microsoft Excel”.

An excel file will be opened then select “Open workbook from the SAP”

 

• Select “BW – Production – WBP”

• Select “WC RCS BFC interface”

• Fill the fields:

Calendar day: the last day of the month you need to analyze.

Legal PRS: company code

Once the report is generated, go to tab “WC”.

Analysis → click on “Display” and on “Pause refresh”:

A box will appear on the right side. 

• Pull up the items “BFC Activity 2” and “BFC Activity 1”  to Columns → 


After that, click again in “Pause Refresh” in order to update the information you have changed.


• Go to the last column on the report with “#”

In this column there are the items which doesn’t have a market assigned. 

At this yellow line of this column we have the total of each account type, that may be PAYABLES, RECEIVABLES, or INVENTORY.

• Click with right button and select Goto→ BW – Working Capital Detail of WC. 

Fill again the date: 

A new excel file will be opened with the documents by market, and you need to check the lines that have values on column “[-] Conso. View – Amoun Loc. Curr.”: 

3.2. I perform the analysis

Once you have the documents number that are without market, you need to analyze them in SAP to find out which is the correct profit center/IECRA.

3.2.1. I perform the analysis for Trade Payables

Go to SAP to analyze the document; Most of times the documents for Trade Payables is a Vendor Invoice.

  • Analyze some items on vendor account to try find some document linked to that, which may have the profit center;
  • Go to the original document;
  • Once you found the profit center, save it in the file to be used to make the corrections.

3.2.2. I perform the analysis for Trade Receivables

Go to SAP to analyze the document;

  • Check the assignment, the reference, the text, this may help you to find out the origin document (invoice).
  •  If the document isn’t an invoice, you need to analyze the customer account to find some invoice linked to that, and then go to the PA document to have the IECRA.
  •   Once you found the IECRA, save it in the file to be used to make the corrections.

3.2.3. I perform the analysis for Inventory

Go to SAP to analyze the document; 

 Usually we don't have documents for this and when there is, most of times is an entry requested by Locals/Controllers (in this case, you may ask directly to the person who requested the entry).

  • Check the assignment;
  • If there is a material code in the text or in the material field, you may check the MM03 to find the profit center.
  • Once you found the profit center, save it in the file to be used to make the corrections.

3.3. I correct in SAP 

Once you have all profit centers/IECRA defined on a Woorkbook,;

  •  Fill the first column with the company code;
  •  Fill the second column with the document number;
  •  Fill the third column with the year of the document;
  •  Fill the fourth column with the line items that are unassigned;
  • The fifth and sixth column should be filled, respectively, with the profit center or IECRA;

You can only fill with an IECRA or a profit center, never both of them.

The sixth column, therefore, the IECRA, should be filled if it is an Trade Receivable document.

The fifth column, therefore, the profit center, should be filled if its an Inventory or Trade Payable document,

The file should be in CSV format.

Open transaction: ZWFA111

• Select company code;

• Flag the option ‘Create-change records from a file’

• Input the CSV file and run the transaction;

The corrections will appears after the BW is refreshed.

3.4. I Retrieve and Upload the Data in BFC Tool

3.4.1. I retrieve the Data from BW

It needs to be done on D+3 before upload the company in BFC tool.

Open an excel file go to "File" > "Analysis" > and select “Open workbook from the SAP”

 

• Select “BW – Production – WBP”

• Select “WC RCS BFC interface”

• Fill the fields:

Calendar day: the last day of the month you need to analyze.

Legal PRS: company code


Enter in tabs with the heading in the name and verify if there is any value.

If yes, it is necessary to extract. If there is no values, it is not necessary to extract the data.

Extract the information to another excel file and paste with "values only".

You can save the different tabs in the same excel file.

Then, save the excel file in .csv format.

3.4.2. I Upload the Data from BW in BFC Tool

Open the BFC Link (http://consolidation.solvay.com/FCprod/) in the internet explorer.

Go to "open data entry package" and click on "Multi-package import" (for one company or multi company)

Click on "Browse" and select the .csv file saved with the information from BW related to Working Capital.

Furthermore, verify the fields highlighted in yellow in image below:

It is really important to:

Check the box:

  • "Replace data";

Do NOT check the box:

  • "erase the package amounts before importing";
  • "Run Controls";
  • "Publish Package(s)"

After that, click on next.

Check the "status", the "period" and the "Reporting unit" (check the companies uploaded if are the ones in the .csv file):

If ok, click on import:

End of document.