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: Worldwide

    • 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 Reporting

Responsibility area: Ensure Net Indebtedness monthly closure.

Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)


Scope

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ERP

4. Remove the icon(s) when not applicable

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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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 Objective and Scope

1.1. Objective of this Operation

WHY - Describe the objective of the operation

  1. To ensure Net Indebtedness monthly consolidation closure, I retrieve the data from BFC for the net indebtedness of all companies of the Group. We refresh the Net Indebtedness YYY MM file on D+5.
  2. After all tabs are updated, I analyze the full net indebtedness data to ensure compliance and accuracy.
  3. Treasury will use the information on D+5 and D+10. Net indebtedness provides visibility on the cash available per affiliate. This helps the corporate treasury to centralize understand the cash at Group level.
  4. We use the data from Trapped Cash tab for Liquidity reports (to add the link to Liquidity reports manual later).
  5. It is a part of IC with external auditors quarterly. 

1.2. Scope

Detail the scope (legal entities, etc.)

ww, treasury_reporting

Accounts analyzed in this report:


AC=L16100Long-term bonds
AC=L16800Other long-term financial debts
AC=L56000Long-term loans payable - Short-term portion
AC=L57000Short-term loans payable
AC=L47200Accrued interests payable
AC=L51900Banks - Credit
AC=L58200Treasury accounts - Credit
AC=A26000Long-term loans
AC=A26900Long-term deposits
AC=A47100Accrued interests receivable
AC=A53000Long-term loans receivable - Short-term portion
AC=A54000Short term loans receivable
AC=A55100Marketable securities > 3 months
AC=A55101Bonds and treasury bills > 3 months
AC=A59510Other current financial assets - Write-down
AC=A51100Banks - Debit
AC=A59100Provision Banks
AC=A52000Term deposits - Cash equivalents
AC=A55000Marketable securities < 3 months
AC=A55010Bonds and treasury bills < 3 months
AC=A58100Treasury accounts - Debit
AC=A59200Provision for short term deposits
AC=A59500Cash & Cash equivalents - Write-down

2. Definitions

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

See Finance Glossary:

  • BFC

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 retrieve the data from BFC for the net indebtedness of all companies of the Group.

3.1.1. I update of the "Input" tab

Purpose: to update the dates to the reporting month. This dates will be used to extract the data from BFC.

Steps to execute:

The file is located: 

\\capfs01\LUCAP-USERS\Financial Controlling & Cash Accounting process\7 - Financial Controlling\3 - Monthly closing\2 - Treasury and net debt\2021\12 2021\Net indebtedness


Go to Input tab  and update the month's data.

M - > reporting month

M-1 - > previous reporting month

Y- > reporting year

Y-1 - > previous reporting year

Example:

3.1.2. I update Cash - BFC Retrieve

Purpose: to update the financial figures for the reporting month.

Steps to execute:

Go to the tab  and retrieve the data from BFC.

You need to log in to VPN if you are working outside office.


3.1.3. I update Cash - for Treso - BFC Retrieve

Purpose: Treasury will use the information on D+5 and D+10. Net indebtedness provides visibility on the cash available per affiliate. This helps the corporate treasury to centralize understand the cash at Group level.

Steps to execute:


Go to the tab "Cash For Treso" and do the BFC Retrieve.

You need to log in to VPN if you are working outside office.



There is a check on the completeness of data at the end of the report with cell name "check".

IF the values are not 0, it means the new legal entity is missing in our report.

We need to update the master data of the legal entities located in the tab 


Update the date to the reporting month.

Do retrieve by cell range for data located in column G .


Filter Column G for all items does not = 0 e.g. with values and the Column H with the value #N/A.

Missing entities will be shown as on the example below.

Do add the missing companies in the tabs "Cash",  "Cash For Treso" and "Company check for formulas" in the correct place to ensure correct sequence. 

The info on the column "Control" is taken from List of Companies.



The info in the "label" column can be checked with Treasury.

Mainly M&As or some countries can be considered as Trapped Cash due to it is difficult to repatriate cash to the headquarters due to the legal reasons.

Insert the line in the correct place of the report to respect the sequence.

Copy the formulas from the line above or below and change the new legal entity number in the column A only.

Re-do the new BFC retrieve.

Check the name and other columns of inserted cell is correctly updated for the new legal entity.


Update the tab "Company check for formulas" by putting a legal entity number in columns N, K or Q and copy the formulas in columns O and P.

After the data is updated, due to the treasury does not have access to BFC, we need to Copy / Paste as Values.

Copy the data from the tab   and paste as Values to the tab .

3.1.4. I inform Treasury

Purpose: the file is ready to be used by Treasury

Steps to execute:

Save the file to \\nohvfs01\Treasury-GAR\Reporting\2021 in the folder of the reporting month.

Inform Treasury by sending email to Treasury, IHB <treasury.ihb@solvay.com> with the subject Net Indebtedness report - Month Year.

Example:

Net Indebtedness report - October 2021 example


3.1.5. I update Trapped Cash - Refresh Pivot Tables

Purpose: Trapped Cash is the cash which is not easily available for HQ due to tax or other reasons. 

Steps to execute:


Go to the tab   and refresh Pivot Tables.

3.1.6. I perform Internal Control (IC)and attach the file to the IC link

Purpose: This file is used to document the Internal Control quarterly.

Steps to execute:

IC Net Indebtedness Example

Attach the file to the Internal Control link which will be created for you.

End of document.