FMS-SAP Rollout (Journal Entry & Reporting) November 09, 2011 Agenda Agenda 1 Objectives Agenda 2 Key Design Assumption Agenda 3 Process/Sub-processes Design: • Master Data Maintenance • Capture Financial Transactions • Month-end/Year-end Closing • Financial Reporting Agenda 4 • Key Design Issues/Concerns • Next Steps Objectives • To present and discuss the SSI’s Journal Entry and Reporting “As-Is” and “To-Be” Processes. •To present the gap analysis that has been identified. • To identify additional activities/scenarios that needs to be addressed FMS Process Overview Order to Cash Requisition to Payment Journal Entry & Reporting Budgeting & Margin Analysis Financial Asset Management (Treasury) Fixed Asset Management 4 As-Is: Star Songs Today’s Situation • The Financial Reporting (GL) Section serves AFPI, SRI, and SSI. There are eight (8) positions under Financial Reporting but currently only five (6) are in placed. • Systems being used recording of are: in AFPI Supervisor Financial Reporting the AFPI Financial Analyst SYSTEM COMPANY Invoice Generation Payment Recording AFPI BDS* linked to SAP SAP SRI/SSI Biz Box Biz Box SRI/SSI Supervisor Financial Reporting AFPI Jr. Accountant AFPI Financial Analyst SRI/SSI Financial Analyst SRI/SSI Financial Analyst SRI/SSI Financial Analyst Journal Entry & Reporting – As-Is Process Overview ROHQ Post Cash Receipts Book Star Songs, Inc. Post Sales Register Accrual Entries Post Cash Disbursement Book Encode Reversal Entries Bizbox Post Journal Entries Bank Reconciliation Prepares Adjusting Journal Entries Prepare Monthly Schedules Y Statutory Reports Generate Trial Balance in CognosController Encode Adjusting Journal Entries Generate and Print Trial Balance and Financial Reports Check Balances With errors? N Remapping of Trial Balance Consolidate FS in SRI Consolidate FS Management Reporting 7 As-Is: Master Data Maintenance The following are the master data currently being maintained in Bizbox by General Accounting group. • Chart of Account (COA) – GL account • Center Group • Cost Centers As-Is: SSI COA Creation Requestor GL Finance Analyst CFO Review/ Verify Request Start N Email Request Complete Data? Approves Creation of New Account Y -Maintain COA (GL Account) - Associate Center Group to COA Account description Nature of the account Bizbox End Email Completion Of Request GL Account code Account classification Report Group (IS or BS) Account’s normal balance (dr/cr) Center Group As-Is: SSI COA Creation • Request for item creation of GL account or COA is done verbally or thru email. Request should include: Account description and nature • Accounts should be align to Star Records, since Star Song is consolidated based with Star Records. • Addition and/or changes to master data should be confirmed with the CFO through email or verbal communication. • Creation of GL account is being performed by GL-Finance Analyst in the Chart of Account module in Bizbox by inputting the required information. Account code Account classification Report Group (Income Statement or Balance Sheet) Account’s normal balance (dr/cr) It is necessary to associate Center Group to GL accounts to limit the charging for control purposes. Center Group is a system for classifying Cost Centers into groups. • Currently, two Finance Analyst have an access to create and edit the COA module in Bizbox. Gap Analysis Issues/Concern Risk/Impact Proposed Solution Request for new and to change Master Data (GL account and cost centers) are done through email or verbally. • Prone to human error • Possibility of longer processing time due to incomplete information provided. • Since the approval are made either in email or verbally, there was no tracking who requested and who approve the request. On-line GL Master Data Maintenance request and approval The Company is not using the Chart of Accounts of the Parent Company. Difficulties in manual mapping of accounts for consolidation purposes. The Company shall use the chart of accounts of the Parent Company. Necessary accounts not yet existing will be created in SAP. As-Is: Capturing Financial Transactions The following items are recorded in Bizbox: • Sales Register by Billing/Revenue Section • Cash Disbursement by Accounts Payable Section • Cash Receipt by Treasury – ROHQ • Manual Journal adjustment entries from Financial Reporting sections and other sections. • Journal entries from system generated transactions (e.i. bank adjustments for reconciling items, clearing of released checks) As-Is: Journal Adjustments - Manual Preparer Section Supervisor Prepares Journal Entry Reviews document Reviews Posted JV Supporting Docs N Record/Edit JV GL Finance Analyst Document Complete? Needs Adjustment? Bizbox Y Print JV and forward to GL Y Post JV Bizbox N File Supporting Docs As-Is: Journal Adjustments – Auto Post SSI Cashier Create bank adjustment for reconciling item Clear released Checks ROHQ – Treasury GL Finance Analyst Clear collected payment SSI-TB Bizbox Bizbox Dr. CIB Cr. Interest Inc. ROHQ – Financial Reporting Bizbox Dr. Vouchers Payable Cr. CIB Dr. Interest Exp Cr. CIB Dr. Wtax Cr. CIB Bank Reconciliation Bizbox Dr. CIB Cr. Undeposited Check/ Cash On Hand As-Is: Journal Entry-Accrual Preparer Section Supervisor Prepares Accruals/ Adjustment Reviews document GL-Finance Analyst Reviews Posted JV Supporting Docs A N Record/Edit JV Document Complete? Needs Adjustment? N Bizbox Process Payment Y Print JV and forward to GL Y Prepare RP File Supporting Docs Post JV Bizbox A Accounts Payable As-Is: Journal Entry-SRI Shared Expenses GL Finance Analyst GL Supervisor Distribution of Cross Charges Department Calculate Cross Charges Reviews document SRI-TB (Bizbox) Record JV SSI- Bizbox Post JV Accounts Payable Prepare RP Publishing (Songs) 100% Finance 20% HR 20% Management (fees) 20% Journal Postings Bizbox Print JV Percentage SRI Posting SSI Posting Manpower Cost (e.i. Salary & Wages) Interco ExpenseService Fee Other GAEX (e.i. Rent, Tel Charges, Insurance) Interco ExpenseOthers Depreciation Expense Interco Expense – Others Non-Cash Management Fees Management Fees Process Payment As-Is: Journal Entry-SRI Shared Expenses Accounting Entries: Transaction Employee Cost SRI Dr. Salaries & Wages 100.00 Cr. Accrued Salaries & Wages (100.00) # Dr. Due from SSI 20.00 Cr. Interco Expense-Service Fees (20.00) SSI Dr. Interco Expenses-Service Fees Cr. Due to SRI # Payment to SRI: Dr. Due to SRI Cr. Vouchers Payable GAEX (Cash) Dr. Rent-Bldg Office space 100.00 20.00 (20.00) 20.00 (20.00) Dr. Inter co Expense – Others 44.00 Dr. Tel. chages-domestic trunk line Dr. Tel. charges-cell phone Dr. Insurance – Others Cr. Due to ABS-CBN # Dr. Due From SSI Cr. Interco Expense - Others 50.00 Cr. Due to SRI (44.00) 50.00 20.00 (220.00) 44.00 (44.00) # Payment to SRI: Dr. Due to SRI Cr. Vouchers Payable 44.00 (44.00) As-Is: Journal Entry-SRI Shared Expenses Accounting Entries (con’t): Transaction Depreciation (NonCash) SRI Dr. Depreciation Expense 200.00 Cr. Accumulated Depreciation (200.00) # Dr. Due from SSI 40.00 Cr. Interco Exp - Other NonCash (40.00) SSI Dr. Interco Expense - Others Non-Cash Cr. Due to SRI (40.00) # Payment to SRI: Dr. Due to SRI Cr. Vouchers Payable Management Fees Dr. Management Fees Cr. Acrrued Exp # Dr. Due from SSI Cr. Management Fees 100.00 (100.00) 20.00 (20.00) 40.00 Dr. Management Fees Cr. Due to SRI # Payment to SRI: Dr. Due to SRI Cr. Vouchers Payable 40.00 (40.00) 20.00 (20.00) 20.00 (20.00) As-Is: Month-End/Year-End Closing I. Ensure completeness of transactions for the period (general journal books, sales book, cash receipts book and cash disbursement books) II. Reviews JV of other sections. III. Ensure completeness of reversing entries in the accrual module. IV. Generation of Trial Balance in Bizbox • TB was generated and extracted from Bizbox and consolidated in SRI. V. Generate TB-General Ledger Report and TB-Account code from Bizbox. VI. Computes and post Provision for Impairment Loss. VII. Computes and update income tax computation for the period. VIII. Prepares Financial reports (Parent reporting requirement). IX. Prepares statutory reports As-Is: Reporting Reports & Schedules: • Summary P&L • Financial Statements Sample Report • Schedule of Non-Retail Breakdowns Gap Analysis Issues/Concern Risk/Impact Proposed Solution Set-up of cross-charges expenses was based on SRI Trial Balance and manually computed • Manual computation is time consuming and susceptible to errors •Provide JV template for the encoding of SRI cross-charges and accrual entries in SAP • SAP will facilitate inter-company accounts reconciliation thru automatic cross charging of inter-company charges upon implementation of SAP to SRI. Manual preparation of balance sheet schedules and reconciliations Bank recon Accounts Receivable Payables Due to/from accounts • • • Manual processing is time consuming and susceptible to errors Increase in manpower cost • • • Opening/closing of Financial periods is being perform by IT-SRI • Erroneous postings to incorrect period/s. Balance Sheet report will be generated in SAP AR balance report and other revenue streams can be generated from SAP Invoice and OR details will be generated from SAP Maintain manual preparation of bank reconciliation if the bank/s can’t provide us the required upload Schedule of opening/closing of periods of the Parent will be followed and to be performed centrally in Financial Reporting-ROHQ. To-Be: Star Songs FMS Process Overview Order to Cash Requisition to Payment Journal Entry & Reporting Budgeting & Margin Analysis Financial Asset Management (Treasury) Fixed Asset Management 23 Process Overview – Journal Entry & Reporting Maintain GL Master Data (Chart of Accounts) Capture/Process Financial Transactions (Daily Processing) Month-end/ Year-end Process Financial Reporting OBJECTIVES: • Ensure proper and consistent recording of financial transactions • Provide timely and relevant reports showing financial position of the subsidiary as well as addressing statutory requirements. Objectives – Journal Entry & Reporting JER Sub-Processes Objectives Master Data Maintenance • To maintain single Chart of Accounts • To ensure consistent application and treatment of GL accounts Capture Financial Transactions • To ensure proper capture of transactions consistent with ABS-CBN parent • To minimize number of manual journal entries/adjustments Month-end/Year-end Closing • To reduce month-end activities and spread-out GL processing throughout the month • To decrease manual processes Financial Reporting • To simplify financial reporting and decrease manual processes To-Be Process Overview Collection Application of AR Master Data Maintenance Capture transactions Set-up of Payables Journal Entries Books of Accounts/ Subs. Ledger Set-up of Sales & Revenue Month-end Processing Trial Balance Financial Reports Upload to Cognos-Controller Management Reporting/ Consolidation Audit Schedules Balance Sheet Recon Accts. To-Be Master Data Maintenance JER SUB-PROCESSES: Master Data Maintenance Capture Financial Transactions Month-end/ Year-end Closing Financial Reporting OBJECTIVE: To ensure consistent and proper use of G/L accounts and minimizes the number of G/L accounts to be maintained to allow efficiency and to provide enough information KEY PERFORMANCE INDICATORS (KPIs): • Accuracy of month-end reports • Turnaround time from time request is received to account activation in GL Master Data. 1 hour To-Be Master Data Maintenance ACTIVITIES: Maintain Primary & Secondary Cost Elements Maintain GL Master Data Maintain Financial Statement Versions Design Highlights: • Single Chart of Accounts for ABS-CBN parent and subsidiaries • On-line GL Master Data Maintenance request and approval. • New GL accounts that are unique for SSI be created. Sample GL Accounts for creation: GL Accounts Bank Accounts: Main Bank Deposit Clearing Payment Clearing Suspense Clearing Account Nature To capture balances of bank accounts. A set of 4 GL accounts are to be created for each bank account maintained by the company To-Be Master Data Maintenance Maintain GL Master Data General Procedure : SSI Finance Reporting Supervisor Fill-out On-line Request Form in LN Type of Requests: Add GL Account Update GL Account Block GL Account Delete GL Account ROHQ-Financial Reporting Manager Review/Approved Request YES Approved? Forward request to accounting staff ROHQ-Finance Analyst Create/change GL master data NO Notify requestor of disapproval Reason/Justification for denial is indicated Notify requestor of completion of the request. To-Be Capture Financial Transactions JER SUB-PROCESSES: Master Data Maintenance Capture Financial Transactions Month-end/ Year-end Closing OBJECTIVE: To ensure proper capture of transactions consistent with ABS-CBN parent. To minimize # of manual journal entries/ adjustments KEY PERFORMANCE INDICATORS (KPIs): • Accuracy of month-end reports • Number of manual journal entries per month Financial Reporting To-Be Capture Financial Transactions ACTIVITIES: Create Journal Entries/ Adjustments Integrate with other SAP Module/ Components Upload Journal Entries from Legacy Systems To-Be Capture Financial Transactions Design Highlights • Capture transactions at source • Sub-ledgers to be owned by unit who owns the transactions • Minimize journal entries by interfacing from external systems, using upload GL program for voluminous transactions, using SAP templates, variants and recurring entries • On-line journal adjustment request form after closing cut-off • Parking of documents before actual posting. • Fewer transactions requiring controller’s approval. To-Be Capture Financial Transactions Design Highlights Proper Revenue and Cost Matching: Transaction Types Revenue Recognition Cost Recognition Examples Mechanical As earned As incurred reproduction of songs into various formats (ring back tones, content aggregators) Digital As earned As incurred On-line downloading (ringtones monotone/polytone, microsd) Synchronization As earned As incurred use of songs in time-relation with visual images (video, film, TV show, video commercials) Music Copyright Clearance As earned As incurred Self produced copyright clearance, service fee To-Be Capture Financial Transactions Design Highlights Financial transactions will be automatically posted by the other SAP Modules and FI Module Components: Account Categories Applicable Sample Transaction Source Revenue • Mechanical Royalty Sales & Distribution • Digital on-line Downloading • Synchronization Fees • Music Copyright Clearance Cost of Sales & Services Not defined Accounts Receivable Accounts Payable To-Be Capture Financial Transactions Design Highlights Financial transactions will be automatically posted by the other SAP Modules and FI Module Components: Account Categories Applicable Sample Transaction Source General & Administrative Expense Management Fees Accounts Payable Other Income and Expenses • Interest Income • Miscellaneous Income • Recovery from Accounts Written Off • Interest Expense • Bank and Other Service Charge Finance – Bank Accounts Receivable Cash and Cash Equivalents - Revolving Fund SL will not be maintained. Instead, employees will be set up as vendor to track petty cash fund usage; - Bank reconciliation will be automatic (as applicable) while adjustments will be processed by GL • Cash on Hand Accounts Receivable • Revolving Fund Accounts Payable • Bank Accounts Finance - Bank To-Be Capture Financial Transactions Design Highlights Financial transactions will be automatically posted by the other SAP Modules and FI Module Components: Account Categories Applicable Sample Transaction Source Accounts Receivable • Accounts Receivable - Trade • Allowance for Doubtful Accounts – Trade Accounts Receivable Advance payment to Composer -Composers will be set up as Vendors in A/P • Advance Royalty Accounts Receivable Due to/from • Due to/from Parent • Due to/from Affiliated Companies • Inter-Company Clearing Accounts Payable / Accounts Receivable Accounts Payable • Accounts Payable - Trade (composers) • Accounts Payable – Non-Trade Accounts Payable Accrued Expenses (Details to be discussed in MonthEnd/Year-end Closing) •Accrued Rent • Accrued Other Expenses Accounts Payable To-Be Capture Financial Transactions General procedures for requesting manual journal adjustments will be the same as ABSCBN parent (After Cut-off) : SSI-Requestor Fill-out On-Line Request form in LN SSI-Approver / Financial Reporting Manager Review/ Approved Request Approved Request Requires 2nd Level Approval No SSI Controller ROHQ-Financial Reporting Forward request to GL-ROHQ Encode FI Adjustment Yes Required Information: − Amount − DR & CR Accounts − Purpose/rationale Or attached excel template file Yes Forward to Controller Approved No Note: – Request form will be obtained via Lotus Notes – GL-ROHQ will indicate SAP doc number in request form – All request form will be kept on file for reference – Any A/R & A/P request for adjustments will be forwarded to AR/AP-ROHQ for booking – “Parking” facility in SAP will be used in approval process Transaction requiring 2nd Level Approval: − Major Accruals − Write-offs − Consolidation Entries − Income Tax Related Entries − Adjustment resulting from reconciliation and analysis Notify Requestor of disapproval Reason/justification for denial must be indicated To-Be Month-End/Year-End Closing JER SUB-PROCESSES: Master Data Maintenance Capture Financial Transactions KEY PERFORMANCE INDICATORS (KPIs): • Accuracy of month-end reports • Number of manual journal entries per month Month-end/ Year-end Closing Financial Reporting To-Be Month-End/Year-End Closing Accrual/ Deferral of Revenue/ Expenses Reconciliation of GL and SL balances Review of clearing Accounts Applicable to yearend closing only Generate Trial Balance/ Schedules Consolidate and Generate Consolidated Financial Statements Open/Close Posting Period Applicable to ABS-CBN Financial Reporting-ROHQ sub-process CarryForward Balances To-Be Month-End/Year-End Closing Design Highlights Month-End and Year-End Closing • Remove as part of the process the reconciliation of GL and SL balances of A/R and A/P. • Remove as part of the process the reconciliation of Due to/Due from Accounts for company codes in SAP • • Spread-out processing of transactions: Amortization of prepayments (e.g. insurance, rent) will be set-up up-front by Accounts Payable via recurring entries Centralized control for opening/closing posting periods • Auto-reversal of accruals/deferrals to avoid double charging (Optional) To-Be Month-End/Year-End Closing Accrual/Deferral Monthly accruals/deferrals will be performed for the following items: Type Transaction Comment Accrual Operating Expenses Accrual will be done manually by SSI-AP or SSI-GL and will be based on actual expenditures incurred (if know) or prior period expenditures Deferral Prepayment Amortization Amortization of prepayments will be set-up up-front by SSI-AP via recurring entries. When ROHQFinancial Reporting executes recurring entries at month-end, the recurring entries set-up by SSI-AP will also be included in the processing. To-Be Month-End/Year-End Closing Accrual Composer’s Share JER Post Accrual RTP Reverse Accrual Process Vendor Invoice Process Vendor Payment When: At the time revenue was incurred Where: SAP – GL using document type S* When: Upon Customer payment. When: After reversal of accrual document Where: SAP – AP using document type KR Where: SAP – AP using document type ZP Entries: Dr. Composer’s Share Dr. Deferred Input Tax Cr. AP-Composer Cr. W/tax Expanded Entries: Cr. Composer’s Share Cr. Deferred Input Tax Dr. AP-Composer Dr. W/tax Expanded Entries: Dr. Composer’s Share Dr. Input Tax Cr. AP-Composer Cr. W/tax Expanded Entries: Dr. AP-Composer Cr. CIB To-Be Month-End/Year-End Closing Reconciliation of GL/SL Reconciliation will have to be done for the following accounts: Transaction Comment Bank Reconciliation This will require reconciliation with the balances per bank. Bank reconciliation will be performed by Financial Accounting -ROHQ Advances to Composer Reconciliation is needed to monitor the advance payment made to composer and the amount still need to recoup from the succeeding revenues. Due to/Due From Reconciliation is require if direct cross-company posting is not allowed for all transactions within the ABS-CBN group. To-Be Month-End/Year-End Closing Review of Clearing Accounts The following clearing accounts will have to be set-up in the system and have to be reviewed at month-end to ensure that the account has a zero balance. GL Account Comment Bank Reconciliation Clearing Accounts • Bank – Deposit Clearing • Bank Clearing – Payment Clearing • Bank – Suspense Clearing These reconciliation accounts are set-up for each bank account subject to reconciliation Inter-Company Clearing Account Inter-Company transactions will be initially posted to this account and closed to the Due To/Due From accounts upon reconciliation. To-Be Month-End/Year-End Closing Generate Trial Balance & Schedules The following reports will be generated to facilitate review of interim Financial Statements: Trial Balance Use standard BS/PL report Expense Schedules Use standard SAP Users will process the adjustment in GL, A/R or A/P of the concerned period. SSI-Financial Reporting will provide formats of existing reports/schedules which need to be used other than the standard & customized reports currently available in SAP. If needed SSI will be given a customized reports/schedules base on their existing format. This reports/schedules were unique only for SSI. To-Be Month-End/Year-End Closing Consolidation • Download actual balances of all companies in SAP to Cognos - Controller • Consolidation will be done in Cognos - Controller Systems, Methods and Operations Management Star Songs, Inc. 46 To-Be Month-End/Year-End Closing Opening/Closing of Financial Posting Periods • ROHQ-Financial Reporting in ABS-CBN Parent will control closing period in SAP: General Ledger, Customer Ledger, Vendor Ledger, Inventory Ledger (N/A to SSI) and Asset (N/A to SSI) • Calendar year will be maintained as the GL posting periods Posting Period 1 – 12 Description These posting periods correspond to the calendar month. These will capture the regular monthly transactions 13 This posting will be used to capture adjustments resulting from investments in subsidiaries 14 This posting period will be used to capture External Auditor adjustments Policy on closing of period - All modules will be closed by end of day of the second working day of the new month. Only one period will be kept open at any time; however during the period closing, the GL module will be kept open until the 5th working day of the new month (target closing period). Reopening of closed period shall be subject to approval of ABS-CBN CFO. Systems, Methods and Operations Management Star Songs, Inc. 47 To-Be Financial Reporting JER SUB-PROCESSES: Master Data Maintenance Capture Financial Transactions Month-end/ Year-end Closing Financial Reporting KEY PERFORMANCE INDICATORS (KPIs): • Accuracy of month-end reports • Reduction in number of ad-hoc requests for management reports Systems, Methods and Operations Management Star Songs, Inc. 48 To-Be Financial Reporting Generate Financial Statements The following basic financial reports will be generated for each company under the ABS-CBN group of companies: • Balance Sheet • Income Statement • Cash Flow • Details of Receivables and Payables • Details of Due to/from Affiliates Other SAP generated reports: • Aging of Accounts Receivable • Aging of Accounts Payable Systems, Methods and Operations Management Star Songs, Inc. 49 THANK YOU!!