Purpose

The purpose of this document is to define the conversion approach to migrate AP open items with special GL indicator in S/4 HANA.

AP open items are related to vendor line items that have not been cleared and remains as open status during migration cut-off date.

• 3rd party vendors
• Intercompany vendors
• Employees
• Others

Amounts in legacy involve document currency, local currency and group currency. All currencies will be loaded accordingly unless there is a change in company design where local / group currency changes. Rates are as per the historical postings unless specific requirement calls for a fixed rate eg. group currency rate for consolidation purposes. Offsetting gl accounts in legacy documents will not be considered in this migration scope, they will be migrated in other objects scope eg. GL open item or GL balances.

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Conversion Scope

Refer to CNV-9006 for similar design except for special GL indicator requirement.

Relevancy rule :

The extracted data from legacy system are filtered as follows :

1. 1. BSIK : 
      1. All open items with no special GL indicator UMSKZ <> blank (normal items) 
      2. Posting date BUDAT <= migration cutoff date
      3. Company code in scope (refer to link )
      4. Vendor in scope (refer to link)
      5. Profit center in scope (refer to link)
      6. BSTAT = blank only (exclude parked item and noted item)
   2. BSAK :
      1. All open items with no special GL indicator UMSKZ <> blank (normal items) 
      2. All normal items

Conversion Scope

The scope of this document covers the approach for converting active AP special GL open items from Legacy Source Systems into S/4HANA following the AP special GL open items Master Data Design Standard. 

The data from legacy system are as follows :

1. 1. 1. posted before migration cutoff date but cleared after migration cutoff date (clearing date AUGDT > migration cutoff date and posting date

1. 1. 1. BUDAT<= migration cutoff date)

The data from legacy system excludes:

1. Parked items
2. Noted items

1. 1. 1. Company code in scope (refer to link )
      2. Vendor in scope (refer to link)
      3. Profit center in scope (refer to link)
   2. BSET :  Refer to migration object CNV-9019 GL Line Items (BS - Input / Output (VAT))
   3. WITH_ITEM : Refer to migration object CNV-9020 GL Line Items (BS - Withholding Tax)

Note: There will not be migration of attachments / notes from open items in legacy systems

Additional Information

Multi-language Requirement

Document Management

Legal Requirement

Special Requirements

Target Design

The technical design of the target for this conversion approach. 

Data Cleansing

ID

Criticality

Error Message/Report Description

Rule

Output

Source System

1.      

Can load, but business process will fail

Open Item is overdue and aged

Rule 1: Company must be in scope;

Rule 2:

Rule 3: ;Posting Date is 365 days or longer than current system date;

Rule 4: Due Date is prior report execution date.

Due Date calculation:

o    Credit posting to vendor account (BKPF.GLVOR = RFBU and BSIK.SHKZG = H)

Due Date = Baseline Date + Number Days as per specified in payment terms defined in line item

o    Debit posting to vendor account (BKPF.GLVOR = RFBU and BSIK.SHKZG = S)

Due Date = Baseline Date

Report

PF2 / PI2 / WP2

2.      

Can load, but business process will fail

Open Items for Employees Vendors

Rule 1: Company must be in scope;

Rule 2: Line item is not having a clearing date;

Rule 3:  Vendors is with Employee Vendor Account

Report

PF2 / PI2 / WP2

3.      

Can load, but business process will fail

Open items posted to alternative GL

Rule 1: Company must be in scope;

Rule 2: Line item is not having a clearing date;

Rule 3:  The Special GL Indicator field is not initial

Report

PF2 / PI2 / WP2

4.      

Cannot load

Open Items posted for One-Time Vendor

Rule 1: Company must be in scope;

Rule 2: Line item is not having a clearing date;

Rule 3:  Vendors is with One-time Vendor account

Report

PF2 / PI2 / WP2

5.      

Can load, but business process will fail

Parked Items need to be cleanse

Rule 1: Company must be in scope;

Rule 2: Document is parked (document status = “V”)

Report

PF2 / PI2 / WP2

6.      

Can load, but business process will fail

Unapproved Noted Items to cleanse

Rule 1: Company must be in scope;

Rule 2: Document is noted (document status = “S”)

Report

PF2 / PI2 / WP2

7.      

Can load, but business process will fail

Monitor documents without payment terms and payment method

Rule 1: Company must be in scope;

Rule 2: Document is missing payment terms and / or payment method 

Report

PF2 / PI2 / WP2

Conversion Process 

The high-level process is represented by the diagram below:

Image Removed

Data Privacy and Sensitivity

Extraction

Extract data from a source into . There are 2 possibilities:

1. The data exists. connects to the source and loads the data into . There are 3 methods:
   1. Perform full data extraction from relevant tables in the source system(s).
   2. Perform extraction through the application layer.
   3. Only if ; cannot connect to the source, data is loaded to the repository from the provided source system extract/report.
2. The data does not exist (or cannot be converted from its current state). The data is manually collected by the business directly in . This is to be conducted using DCT (Data Collection Template) in

The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads

Extraction Run Sheet

Selection Screen

Data Collection Template (DCT)

DCT Rules

Field Name

Field description

Rule

region_group

Syensqo region of operation

Region code derived from Company code DCT based on entered Company code. No user input required.

BKPF-BUKRS

Company Code

Drop down value from company code DCT (only with active for finance indicator)

ACDOCA-LIFNR

Vendor Account

Drop down value from Business Partner DCT as FI Vendor on required company code level

ACDOCA-UMSKZ

Special G/L Indicator

Business to determine if document should be reflected as special G/L transaction. Special G/L indicator is provided in the mapping table.

BKPF-XBLNR

Reference Document Number

Business to enter content as per data type and length permitted

BKPF-BLDAT

Document Date

Business to enter content as per data type and length permitted

BKPF-BUDAT

Posting Date

Default to Conversion date as per section 2

BKPF-BKTXT

Header Text

Business to enter content as per data type and length permitted

ACDOCA-SGTXT

Item Text

Business to enter content as per data type and length permitted

BKPF-WAERS

Document Currency Key

Drop down value. Exist as valid S4 Currency Key (TCURT.WAERS)

ACDOCA-WSL

Amount in Document Currency

BKPF-HWAER

Local Currency Key

Default to target Company Code Currency (T001-WAERS)

ACDOCA-HSL

Amount in Local Currency

Business to enter content. Values should be checked with decimal points for Local currency (TCURX-CURDEC)

ACDOCA-BZDAT

Value Date

Business to enter content as per data type and length permitted

ACDOCA-PRCTR

Profit Centre

Drop down value. Exist in Profit Centre DCT and assigned with the same company code

BSIK-ZLSPR

Payment Block Key

Default value to be used.

BSIK-ZLSCH

Payment Method

Drop down value. Exist as valid S4 Payment Method (T042Z-ZLSCH where T042Z-LAND1 = T001-LAND1)

BSIK-ZTERM

Payment Term

Drop down value. Exist as valid S4 Payment Term (T052-ZTERM where T052-KOART = Blank or ‘K’)

BSIK.ZFBDT

Baseline Date

Business to enter content as per data type and length permitted as per section 3. The Baseline Date will determine the calculation of Payment Due Date (Days in Payment Term + Baseline Date = Payment Due Date)

ACDOCA-RASSC

Company ID of Trading Partner

Drop down value. Exist as valid S4 Trading Partner (T880-RCOMP)

ACDOCA-ZUONR

Assignment Number

Business to enter content as per data type and length permitted

BSEG-LZBKZ

SCB Indicator

Business to enter content as per data type and length permitted

BKPF- XREF1_HD

Reference field 1 (header)

Business to enter content as per data type and length permitted

BKPF- XREF2_HD

Reference field 2 (header)

 Business to enter content as per data type and length permitted

BSIK – KIDNO

Payment reference

Business to enter content as per data type and length permitted

Suggestion to add:

Decimal validation - Check table TCURX for the document currency key and if Decimals (TCURX-CURRDEC) is ‘0’, validate that no decimal value is populated.

Extraction Dependencies

Transformation

The Target fields are mapped to the applicable Legacy field that will be its source, this is a 3-way activity involving the Business, Functional team and Data team.  This identifies the transformation activity required to allow to make the data Target ready:

1. Perform value mapping and data transformation rules.
   1. Legacy values are mapped to the to-be values (this could include a default value)
   2. Values are transformed according to the rules defined in
2. Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool.  This step also produces the load data ready for business to perform Pre-load Data Validation

Transformation Run Sheet

Transformation Rules

Rule #

Source system

Source Table

Source Field

Source description

Target system

Target Table

Target Field

Target description

Transformation logic

1.      

N/A

N/A

N/A

N/A

S/4HANA

BKPF

BELNR

Document Number

Automatic determination of the Document number in target system.

Document Date from source system is migrated into field SGTXT – see transformation rule for Line Item text field below.

2.      

Legacy

BKPF

BUKRS

Company Code

S/4HANA

BKPF

BUKRS  

Company Code

Map from source to target using company code mapping table

3.      

Legacy

BSIK

LIFNR

Vendor Account

S/4HANA

ACDOCA

LIFNR

Vendor Account

Map from source to target using Business Partner mapping table.  For Vendors, identified as Employee vendors (using Employee Vendor DCT) – post to GL account xxxxxx without any vendor.

4.      

Legacy

BSIK

HKONT

GL Account

S/4HANA

ACDOCA

HKONT

GL Account

Map from source to target using G/L Account mapping table

5.      

Legacy

BKPF

XBLNR

Reference Document Number

S/4HANA

BKPF

XBLNR

Reference Document Number

Copy source value.  For Vendors, identified as Employee vendors (using Employee Vendor DCT) – replace legacy value with constant “related”

6.      

Legacy

BKPF

BLDAT

Document Date

S/4HANA

BKPF

BLDAT

Document Date

Copy source value

7.      

Legacy

BKPF

BUDAT

Posting Date

S/4HANA

BKPF

BUDAT

Posting Date

Posting date = Conversion date (last day of month prior go-live)

8.      

Legacy

BKPF

BKTXT

Header Text

S/4HANA

BKPF

BKTXT

Header Text

Copy source value.  For Vendors, identified as Employee vendors (using Employee Vendor DCT) – replace legacy value with constant “Empl related”

9.      

Legacy

BSIK

SGTXT

Item Text (For offset posting to conversion take-on G/L account)

S/4HANA

ACDOCA

SGTXT

Item Text

FY+CoCode+DocNumber (example – 2018ECAU3001102743) will be used as Prefix (SGTXT). If source SGTXT is longer than 32 chars, it’ll be cut to fit.

Example in S4 will be posted with SGTXT= “2018ECAU3001102743MILLER MINING”. For Vendors, identified as Employee vendors(using Employee Vendor DCT) – replace legacy value with constant “Empl related”

10.   

Legacy

BSIK

WRBTR

Amount in Document Currency

S/4HANA

ACDOCA

WSL

Amount in Document Currency

Copy source value, split by profit centers if required. 

11.   

Legacy

BSIK

DMBTR

Amount in Local Currency

S/4HANA

ACDOCA

HSL

Amount in Local Currency

Copy source value if source currency is equal to target currency, 

12.   

Legacy

BSIK

DMBE3

Amount in 3rd Local Currency

S/4HANA

ACDOCA

KSL

Copy source value as the group currency does not change. 

13.   

Legacy

BKPF

WAERS

Document Currency

S/4HANA

BKPF

WAERS

Document Currency

Mapping table - When conversion from ‘old’ Local currency to ‘new’ Local currency applies – refer to section 2. Conversion scope of this document for more details

14.   

Legacy

T001

WAERS

Local Currency

S/4HANA

BKPF

HWAER

Local Currency

Mapping table - When conversion from ‘old’ Local currency to ‘new’ Local currency applies – refer to section 2. Conversion scope of this document for more details

15.   

Legacy

BSIS

VALUT

Value Date

S/4HANA

ACDOCA

BZDAT

Value Date

Copy source value

16.   

Legacy

BSIS

PRCTR

Profit Centre

S/4HANA

ACDOCA

PRCTR

Profit Centre

Profit centers should be populated on the offset item - conversion take-on G/L account

17.   

Legacy

BSIS

VBUND

Company ID of Trading Partner

S/4HANA

ACDOCA

RASSC

Company ID of Trading Partner

Map from source to target using Trading Partner mapping table

18.   

Legacy

BSIS

ZUONR

Assignment Number

S/4HANA

ACDOCA

ZUONR

Assignment Number

Copy source value. For Vendors, identified as Employee vendors(using Employee Vendor DCT) – replace legacy value with constant “Empl related” 

19.   

Legacy

BSIK

UMSKZ

Special G/L Indicator

S/4HANA

BSIK

UMSKZ

Special G/L Indicator

Map from source to target using Special G/L Indicator mapping table.

20.   

Legacy

BSIK

 ZLSPR

Payment Block Key

S/4HANA

BSIK

 ZLSPR

Payment Block Key

Map from source to target using Payment Block Key mapping table

21

Legacy

BSIK

ZLSCH

Payment method

S/4HANA

BSIK

ZLSCH

Payment method

Map from source to target

22.   

BSIK

 ZTERM

Payment Term

S/4HANA

BSIK

 ZTERM

Payment Term

Map from source to target using Payment term mapping table

23.   

Legacy

BSIK

 ZFBDT

Baseline Date

S/4HANA

BSIK

 ZFBDT

Baseline Date

 Copy source value

24. 

Legacy

BSIK

 KIDNO

Payment reference

S/4HANA

BSIK

 KIDNO

Payment reference

 Copy source value

25.   

Legacyor DCT

BSIK

 EBELN

Purchasing document

S/4HANA

BSIK

EBELN 

Purchasing document

Map it to PO. Open PO cross reference table is used for mapping in both cases.

26.   

Legacy or DCT

BSIK

 EBELP

Purchasing document item

S/4HANA

BSIK

 EBELN

Purchasing document item

Map it to PO item. Open PO cross reference table is used for mapping.

Transformation Mapping

Transformation Dependencies

Data Cleansing

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Conversion Process 

The high-level process is represented by the diagram below:

Image Added

Data Privacy and Sensitivity

Extraction

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Selection Screen

Data Collection Template (DCT)

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Extraction Dependencies

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Transformation

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Transformation Mapping

Transformation Dependencies

Pre-Load Validation

Project Team

Completeness

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Accuracy

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Business

Completeness

Accuracy

Load

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Load Run Sheet

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Load Phase and Dependencies

Configuration

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

 Conversion Objects

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Error Handling

Same as for CNV-9006. Exception: Special G/L indicator mandatory for every line item

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Pre-Load Validation

Project Team

Completeness

Task

Action

Generation of
Pre-load reports

Mandatory field check.
Based on S/4HANA target design fields, account field status groups and tax settings

Check if records have all mandatory fields filled and mapped, otherwise they should be flagged as error.

Check Business Partners are extended to required company code

Check if all mapped business partners exists in S/4HANA LFB1-LIFNR (Vendor) and LFB1-BUKRS (Company Code), and LFB1-LOEVM
(Deletion Flag) must not be X

Check signage of amount.

Check whether source data (including DCT) has debit and credit entries in the same line. If sign is the same in all the three currency fields, then no action needed.

If the sign in the document currency and company code currency field are different, then the document needs to be corrected in the source system or DCT.

Ensure all transactions have values in Document Currency and Local Currency
(i.e. no 0.00 allowed) 

Reconciliation of total

Record Count

Check the sum of record count of the AP open items in the load file is the same as source. The record count for AP Open Items will be done on the group basis. The fields in the group are consist of: Company Code, Vendor

Check Amount in Document Currency and Local Currency

Check the sum of the amount in Document Currency and Local Currency in load file is the same as source. If any of the sum is different, flag the record as error.

Accuracy

Task

Action

Mandatory field mapping and transformation

Obtain a list of the fields to be populated with values from mapping files and ensure all these fields contain S/4HANA values. 
Review the data report to ensure mapping value is not missing in tool.
Capture errors in the Data Error report.

Business

Completeness

In legacy system, execute report AP Line Item Display (t/code: FBL1N) with selection parameters stated in section 7.2. 

Group the output of the report by Company Code and Vendor Account using subtotal function and compare the count in this report against the AP open items count in the pre-load file.

The record count for AP Open Items may also be done on the more granular level. The recommended granular level or the subtotal fields can consist of: Company Code, Vendor, Profit Centre, Document Currency Key, Company ID for Trading Partner.

If any of the count is different, raise defect and flag the relevant record as error.

Accuracy

Verify AP open items are transformed accurately as per endorsed transformation/mapping rules.

Review error reports in tool for any mismatch or missing transformed values.

In legacy system, execute report AP Line Item Display (t/code: FBL1N) with selection parameters.

Load

The load process includes:

1. Execute the automated data load into target system using load tool or product the load file if the load must be done manually
2. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation

Load Run Sheet

Item

Step description

Team responsible

1

Ensure the load tools are transported into the correct tool instance.

Data team

2

Ensure DCTs and all required mappings are submitted and complete

Data team

3

Ensure Pre-load sign-offs are obtained.

Data team

4

Execute tool AP Open items

Data team

5

Generate the post load reports in tool.

Data team

6

Log errors as defects, if any and address resolutions. Close defects.

Data team

7

Resolve defects by reupload and re-generate post load reports if necessary.

Data team

8

Business to validate the post load files as part of post-load validation, raise data defects or provide the post-load sign-off.

Business

9

Repeat steps 5 to 7 if necessary.

Data team

Load Phase and Dependencies

Configuration

 Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Total number of records loaded for AP Open Items will be generated in the Post-load reports in tool based on the target table and fields mentioned in section 3.

The reconciliation needs to be executed on the total number of ‘valid’ records and currency amount per company code in the source compared to total number of records and currency amount in S/4HANA

Record Count

Check the sum of record count of the open items in the load file is the same as S/4HANA. The record count for AP Open Items will be done on the group basis. The fields in the group are consist of: Company Code, Vendor Account

Check Amount in Document Currency and Local Currency

Check on line item level that the sum of the amount in Document Currency and Local Currency in the load file is the same as posted in S/4HANA. If any of the sum is different, flag the record as error.

Accuracy

Post-load reports will have the same structure as the load file and some additional columns as required to facilitate the post load validation.

Leverage on tool to create a Post Load report that reports S/4HANA loaded records along with the legacy values side-by-side to allow for 100% check of all these fields in the shortest possible time.

Any mismatch will be reported under the Post Load - Error report.

Business

Completeness

Review the record count report from the Data Team and ensure it is correct by cross-checking with the record count confirmed during Pre-load Business Validations

Accuracy

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load. 
• is in scope based on data design and any exception requested by business.

Change log

Workflow history