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 


Scope


ERP


Frequency

 

References

KB11N


Forms

ES Vestuarios template


Attachments



Previous OP << ES - Renting of Dressing Rooms to Contractors >> Next OP



1. Objective and Scope

1.1. Objective of this Operation

The aim of this document is to provide an operational guide for the SAP/R environment PF1 for the calculation and booking of the amount to invoice to the contractors that during the month have used the dressing rooms (in Spanish "vestuarios") that are inside the factory.

1.2. Scope

This procedure is applicable for the Spanish company 0245 – SOLVAY QUIMICA S.L.


2. Definitions

See Finance Glossary:


3. Tasks description

3.1. Background

On a monthly basis you will receive from Local Accounting Team one excel file like bellow:


In this file you will find the variable number of people that uses the facilities of the factory during the month. 
There is also a fixed part that is not included in the list, that concerns to the contractors:

  • HORMIGONES SANTANDER – 13
  • PERVOCAN – 3

The price defined is reviewed at the beginning of each year and the accounting department informed of the current prices. 

  • For 2013 the agreed price is 17,35 per unit
  • For 2015 the agreed price is 17,40 per unit
  • For 2017 the agreed price is 17,68 per unit
  • For 2018 the agreed price is 17,87 per unit
  • For 2019 the agreed price is 18,09 per unit
  • For 2020 the agreed price is 18,23 per unit
  • For 2021 the agreed price is 18,14 per unit

3.2. I calculate and book the invoices

Every month when you receive the file, you should calculate the total amounts to bill the contractors multiplying the quantities by the pre-defined price. 
Every time you have a new company you will be informed and the template has to be updated according.

Taking as example February 2019: 


We received the information that for company Agama we need to invoice 7 units. 

What we need to do is to multiply this quantity by the price:

  • 7*18,09 = 126,63
  • 151,74 is the total amount that we need to invoice to this company

For each line of the table received, and also HORMIGONES SANTANDER  and PERVOCAN that are not included in the file received, you must perform this calculation and the post a CO document in the transaction KB11N with the following details:

Cost element: 7445000000

Sender order: 2059000012

Amount: Calculated in the previous step

Receiver WBS: WBS created for each customer


In appendix (Vestuarios template) you will find Excel file that will help you with the calculations to be performed and the posting to be done. 

For a better understanding, the steps you must follow using this file are:

1) Copy from the table received and paste them in sheet "Procedure":


In this table it is already the units for HORMIGONES SANTANDER and PERVOCAN in pink.

Make sure you paste it from the column EMPRESA to TOTAL, and don't paste over the lines in pink. Add lines if necessary.

Confirm if each customer's name corresponds to the customer code. In the sheet RENT. DRESSING ROOMS you have the list of WBS and customers, every time there is a new customer, make sure that this table is updated.


2) Automatically, in the same sheet, the following table will be filled with the amount to invoice (quantity*price):

In the filter, deselect all the amounts with 0.


3) Fill the Month and Year in the following table so the in the CO posting has the correct text:


4) Copy all the table (everything in blue) and paste it directly in the KB11N (select the correct variant) in the list entry:


Make sure that in step 2 the lines with amount zero were removed before copying it or it will not paste correctly.


5) Save the document and proceed with the CROCO invoicing process to generate invoice.

The material of the invoice is 20194698 and tax code is RY.


6) Send the invoices to the customer.


End of document.