Purpose

The purpose of this document is to

outline the conversion approach

for migrating Trial Balance – Prior Year (TB PY

) data into SAP S/4HANA.
This dataset represents the opening balances for FY2026 (for Group 1 company codes) and FY2027 (for Group 2 company codes).

The legacy trial balance data includes document currency, local currency, and group currency amounts. All currencies will be

migrated accordingly, unless there

Conversion Scope

The scope of this document covers the approach for converting active TB PY from Legacy Source Systems into S/4HANA following the TB PY Master Data Design Standard. 

The data from legacy system includes:

      1.

The data from legacy system excludes:

Source Approx No. of Records

No. of Records

Additional Information

Multi-language Requirement

Document Management

Legal Requirement

Special Requirements

Target Design

The technical design of the target for this conversion approach. 

Table

Field

Data Element

Field Description

Data Type

Length (Decimals)

Requirement

BKPF

BUKRS

Company Code

CHAR

4

Mandatory

ACDOCA

LIFNR

Vendor

CHAR

16

Mandatory

BKPF

XBLNR

Reference Document Number

CHAR

16

Mandatory

BKPF

BLDAT

Document Date

DATE

10

Mandatory

BKPF

BUDAT

Posting Date

DATE

10

Mandatory

BKPF

BKTXT

Header Text

CHAR

50

Conditional Based on Source Data

Data Cleansing

are design changes affecting local or group currency configurations.
Exchange rates will be applied based on historical posting rates for each period end.

Conversion Scope

This document outlines the approach for converting Trial Balance – Current Year (TB CY) data from legacy source systems into SAP S/4HANA, in alignment with the target design and migration strategy.

Relevancy criteria:

As per the current implementation plan, there will be two separate go-live waves:

• Group 1: Go-live on 1st July 2028

  • TB migration scope: 1.5 years of balances, starting from the Opening Balance as at January 2027 ( Only balance sheets including retained earning account ). It will be posted on the last day of the prior year’s final posting period, followed by a carry-forward. Therefore, Theopening balances for January 2027 will be migrated as the closing balances from 2026 after the execution of a balance carry-forward by the business. 

• Group 2: Go-live on 1st January 2029

  • TB migration scope: 1 years of balances, starting from the Opening Balance as at January 2028 ( Only balance sheets including retained earning account ). It will be posted on the last day of the prior year’s final posting period, followed by a carry-forward. Therefore, Theopening balances for January 2028 will be migrated as the closing balances from 2027 after the execution of a balance carry-forward by the business. 

Basic Selection criteria from source table GLT0:

Exclusion: Balances for local accounts will be excluded from IFRS TB migration ( scope of this spec ).A Data Construction Sheet ( as shown below) will be created to list all local accounts, enabling their exclusion from the leading ledger migration. The migration of balances for local accounts will be described in their relevant specs 9014 and 9016.

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Note:  The balance sheet balances of the closed fiscal year will be posted and Balance Carry Forward (BCF) to be done after load in the S4HANA. No BCF is needed if the balances are loaded as opening balances at the beginning of the year.

Accordingly, the migration posting dates for opening balances will be as follows:

• For January 2027, posting date: 31st December 2026

• For January 2028, posting date: 31st December 2027

Additional Information

The Balance Sheet migration approach will vary depending on the type of General Ledger (GL) Account, as outlined below:

1. Non–Open Item Managed Balance Sheet Accounts

2. Open Item Managed Balance Sheet Accounts

3. Reconciliation (Control) Accounts, including Inventory Accounts

The migration of Balance Sheet account balances will be executed in two stages:

1. Opening Balances

   • Opening balances will be migrated to establish the financial position at the start of the target fiscal year.
     For Group 1 company codes, the migration will be based on balances as at 31st December 2026, and for Group 2 company codes, as at 31st December 2027, in line with the current go-live schedule.

Note: Although this document references the trial balance migration across all periods, it specifically focuses on the opening balance migration. The carried-forward balances from the legacy system will form the opening balances, which will be posted using the last day of the preceding fiscal year, followed by a balance carryforward process.

• • Group 1: The carried-forward balances from FY 2027 will form the opening balances and will be posted with a posting date of 31st December 2026.

  • Group 2: The carried-forward balances from FY 2028 will form the opening balances and will be posted with a posting date of 31st December 2027.

1. Year-to-Date (YTD) Periodic Movements

   • Monthly balance movements will be migrated progressively up to the following cut-off periods:

     • Group 1 company codes: up to 30th June 2028

     • Group 2 company codes: up to 31st December 2028

     This approach ensures that all interim financial movements are accurately reflected in the target system up to the designated migration period for each group.

Migration Approach and handling in each period ( For Non-Opening Balance Periods ) :

• • For each period within scope, Trial Balance (TB) data will be migrated as life-to-date balances, with the posting date set to the last day of the respective period.

    For all accounts except Retained Earnings accounts, Life-to-Date (YTD) periodic movements will be derived by combining the opening balance with year-to-date balances. The year-to-date balances will be calculated by accumulating all transactional postings (BSEG) for each period up to and including the target migration period.

    For Retained Earnings accounts, as listed below, Life-to-Date (YTD) periodic movements will be calculated solely by accumulating all transactional postings (BSEG) for each period up to and including the target migration period, excluding the opening balance.                                           

    Source System	Chart Of account	RE Account Number	Type
    PF2	COCA	3042000000	Global
    PF2	COCA	C042000000	Local
    WP2	Z001	12800320	Global
    WP2	Z001	12800600	TBC
    WP2	Z001	81280032	Local
    PI2	COCA	3042000000	Global
    PI2	COCA	C042000000	Local

  • These entries will be reversed using mass reversal (T-code F.80) on the first day of the subsequent period. Risks will be minimised by selecting individual entities during the reversal process, ensuring that no incorrect company codes or fiscal periods are reversed accidentally. The only exception to this approach applies to retained earnings account–related balances, which will not be reversed on 1 January 2026 or 1 January 2027 after the carry forward is carried for end of 2026 and 2027 fiscal years.

Migration Approach and handling in each period:

• For each period in scope, TB data will be migrated as life-to-date balances with the posting date set to the last day of the respective period.

• These entries will be reversed using mass reversal (T-code F.80) on the first day of the subsequent period. Risks will be minimised by selecting individual entities during the reversal process, ensuring that no incorrect company codes or fiscal periods are reversed accidentally.

• This approach ensures that open item managed lines are automatically reversed and cleared for all periods up to (but not including) the go-live period.

Approach of Migration of Balances of Sub-Ledger or Reconciliation Accounts:

• Balances related to Reconciliation Accounts, Inventory Accounts will not be migrated directly to their actual GL accounts as part of Trial balance Migration.
• Instead, these balances will be temporarily posted to designated Take-On Accounts during migration of Trial Balance ( TB).
  The corresponding actual GL accounts will be updated only at cutover month-end, in alignment with the migration of subledger or open item postings.
• Upon completion of go-live and the reconciliation process, all take-on accounts must be fully cleared and subsequently blocked for any future postings.

Approach of Migration of Balances of Open-Item Managed GL Accounts:

• For Periodic Movements Including Opening Balance, TB for open item managed accounts will be migrated into their mapped target mapped accounts. Reversal posting for each period will ensure automatic clearing of these lines items ensuring there will be no residual open item lines at the go-live period (posting date = cutover date), 

• During go-live (posting date = cutover date), balances of open item–managed accounts ( Included in CNV-9010 GL Open Items) will be migrated into GL take-on account 5310998 (in place of the actual accounts) as part of the Trial Balance migration process. GL take-on account 5310998 is the same account as Trial Balance offset account

• Subsequently, CNV-9010 GL Open Items will be migrated with offset lines recorded in the trial balance offset account 5310998, ensuring alignment between the trial balance and open item data.

• This ensures data accuracy and prevents duplicate or additional open items requiring clearing.

Note: The migration of GR/IR open item balances will be posted to the designated take-on accounts, while the cutover approach for transferring these balances to the actual GR/IR accounts (most probably into some manual GR/IR account ) is still pending finalization by the S2P stream.

Take-On Accounts for Migration of Sub-Ledger Accounts:

An very important point to be noted here. 

For non–cut-over periods, multiple take-on accounts—"based on the GL Account Mapping for Migration"—will be used for the various sub-ledger types. However, during the cut-over period, only one designated account will be used for each individual sub-ledger (as listed below). Syniti team will need to apply right logic in the transformation to take care of this.  Refer to Transform section for the field HKONT.

Note: The migration GL account mapping will specify the mapping details for each sub-ledger type during non cut-over periods. A separate GL account mapping will be used to define the mapping details for each sub-ledger type specifically for the cut-over period.

Following illustrations show how TB and Sub-Ledger Financial data migration will be carried out. 

• AR Open Item migration with Respect to TB

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• AP Open Item migration with Respect to TB

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• GL Open Item Migration with Respect to TB

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• Inventory Stock migration with Respect to TB

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• Fixed Asset Migration with Respect to TB

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• WBS AUC Balance Migration With Respect to TB 

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Multi-language Requirement

N/A

Document Management

N/A

Legal Requirement

N/A

Special Requirements

In the SAP ECC system, parallel accounting was implemented using the account-based approach. But, In the SAP S/4HANA target system, parallel accounting is instead managed through the ledger-based approach using multiple ledgers.

The account-based approach was implemented differently across the source systems, specifically in PF2 and WP2.

In the case of PF2, parallel accounting was handled by performing reversal postings to designated contra accounts, followed by repostings to the corresponding local (main) accounts. This approach allowed the system to maintain multiple accounting perspectives on the same transactions while ensuring that the balances in local accounts accurately reflected the intended financial position.

e.g

Image Added

In SAP S/4HANA, parallel accounting is implemented using a ledger-based approach. In this approach, each accounting principle is assigned to a dedicated ledger, establishing a 1:1 relationship between ledgers and accounting principles.

TB migration strategy involves converting the existing classic G/L (based on the account approach) to the new G/L. 

For the example provided, the migration will be executed into the Local GAAP and IFRS ledgers, in accordance with the sample data presented in the ECC system illustration.

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In the case of WP2, parallel accounting was handled by performing Delta postings to the corresponding local (main) accounts. This approach allowed the system to maintain multiple accounting perspectives on the same transactions while ensuring that the balances in local accounts accurately reflected the intended financial position.

e.g

Image Added

In SAP S/4HANA, parallel accounting is implemented using a ledger-based approach. In this approach, each accounting principle is assigned to a dedicated ledger, establishing a 1:1 relationship between ledgers and accounting principles.

TB migration strategy involves converting the existing classic G/L (based on the account approach) to the new G/L. 

For the example provided, the migration will be executed into the Local GAAP and IFRS ledgers, in accordance with the sample data presented in the ECC system illustration.

Image Added

Separate conversion specs describe the migration of balances into local accounts. To maintain simplicity, A Data Construction Sheet  will be created to list all local accounts, enabling their exclusion from the leading ledger migration. The migration of balances for local accounts will be described in the following two conversion specifications: 

• CNV-9016 TB PY (Legal Val - Local GAAP)  - Opening balance
• CNV-9014 TB CY (Legal Val - Local GAAP) mntly mvmt - Periodic movement.

In general, account numbers (Legacy SAKNR from the source tables) that begin with an alphabetic character (A–Z) are considered Local Accounts and should therefore be excluded from the IFRS trial balance migration.

The Trial Balance migration executed through the object ‘CNV-9015 TB PY’ will post values to both the IFRS and Local (LG) ledgers. Subsequently, the Local Ledger (LG) will be migrated again using ‘CNV-9016 TB PY (Legal Val – Local GAAP)’, which will recalculate the legacy local account balances and adjust for the amounts already posted via ‘CNV-9015 TB PY’.

Target Design

The technical design of the target for this conversion approach. 

Data Cleansing

Conversion Process 

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

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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.

Note: Although both DCT-based data and extraction-based data approaches are possible, the extraction-based data option applies in this case.

Extraction Run Sheet

Selection Screen

Data Collection Template (DCT)

Target Ready Data Collection Template will be created for data with exception of some fields which require transformation as mentioned in the transformation rule.

DCT Rules

DCT is not applicable

Extraction Dependencies

Transformation

The target fields are mapped to the corresponding legacy source fields through a three-way collaboration involving the Business, Functional, and Data teams. This process establishes the necessary data transformations to make the data target-ready, and typically involves the following steps:

1. Value Mapping and Transformation:

   • Map legacy values to the corresponding to-be values, including the assignment of default values where applicable.

   • Apply transformation rules as defined to ensure consistency and compliance with the target system requirements.

2. Preparation of Target-Ready Data:

   • Structure and format the data according to the requirements in the Syniti ADMM Migrate

   • Generate the load-ready dataset, which can then be used by the business team to perform pre-load data validation.

Transformation Run Sheet

Transformation Rules

The extraction of General Ledger (GL) balance data from the source system will be performed using one of the following approaches:

Option 1 – Ledger-Based Extraction:

Periodic balances of General Ledger (GL) accounts will be extracted directly from the GLPCT and GLT0 tables. This approach is recommended when the ledger tables provide a complete and reconciled view of financial balances as of the cut-over date.

In the legacy systems (ECC – PF2, WP2, and PI2), document splitting and profit centre balancing functionalities are not enabled. As a result, only Profit and Loss (P&L) account balances are available at the profit centre level within the ledger tables.

Accordingly:

• Balance Sheet account balances will be extracted from GLT0, as these balances are not maintained in GLPCT.

• P&L account balances will be extracted from GLPCT, where profit centre-level balances are available.

• The combined dataset from GLPCT and GLT0 will provide a complete representation of all account balances required for migration.

It should be noted that records extracted from GLPCT contain profit centre information, whereas records from GLT0 do not. Consequently, a significant number of account lines will not include profit centre details. These lines will need to be managed either by assigning default profit centres or by allocating balances based on subledger-level data to ensure accurate profit centre reporting in the target system.

Note: WP2 does not have trial balance maintained in the profit centre level and thus, there is no data in GLPCT.

Since this CS pertains to the opening balance, and the opening balance includes only balance sheet data, only GLT0 is relevant for extraction within the scope of object number 9015.

Option 2 – Transaction-Based Extraction:

All transactional line items will be extracted from the BSEG table and subsequently aggregated at the relevant key field level — Company Code, GL Account, Posting Period, Fiscal Year, Profit Centre, Cost Centre, and Transaction Currency — to derive the General Ledger (GL) balances.

This approach is suitable in scenarios where a detailed reconstruction of balances is required, or where ledger tables are not fully aligned with the underlying transactional data.

Additionally, this method enables the generation of Trial Balances that include both the key financial attributes (such as Company Code, GL Account, Period, Fiscal Year, Profit Centre, Cost Centre, Transaction Currency) and extended analytical dimensions (such as Transaction Type, XREF1, XREF2, etc.), thereby providing enhanced traceability and reconciliation capability.

Recommended Approach for S/4HANA Migration  for TB-PY ( Opening Balance )::

For migration to S/4HANA, the ledger-based extraction approach (Option 1) is recommended. This method ensures alignment with the source system’s reconciled balances, simplifies reconciliation during cut-over, and provides a structured foundation for subsequent profit centre enrichment where required. The transaction-based extraction (Option 2) may only be considered in exceptional cases where ledger balances are incomplete or reconciliation discrepancies are identified and balances are needed at the additional attribute level like transaction type.  As this option involves processing a extremely large volume (200 Million)of data, it should be pursued only after thorough evaluation and justification and need agreement with technical team.  

Note: Since this CS pertains to the opening balance, and the opening balance includes only balance sheet data, only GLT0 is relevant for extraction within the scope of object number 9015.

Note: for Each GL open line in scope of migration, an offset line to be created with the same GL Account.   

In Migration cockpit, offset account number field is set in the same line and therefore, it will create offset line on its own. So, transformed data will be one line for each legacy in-scope line but will be automatically created with an offset line. 

Posting Date ( which is generally the cut-over date ) is not part of the template, as posting date will be maintained by the Syensqo data team in the view FINSV_MIG_CTRL_1. This posting date will be used across all the financial transactions migrations ( exception is Trial Balance ).

However, because the migration is performed periodically, the posting date must be updated for each period, which can be very time-consuming. To streamline the process, it would be advisable to enhance the migration cockpit object to include the posting date directly within the upload template.

Legal/Group Currency Calculation

During the migration of GL balances from SAP ECC to S/4HANA, it was identified that group currency balances are missing. To address this, the plan is to derive group currency amounts by reading the relevant exchange rates from the BFC consolidation system for each period within the migration scope.

For each period:

• The local currency trial balance will be extracted from ECC.
• The corresponding period’s exchange rate will be retrieved from BFC.
• The group currency balance will be calculated by converting the local currency amounts using the BFC exchange rates.
• The calculated group currency balances will then be loaded into S/4HANA as part of the migration process.

This approach ensures consistency between the group currency balances in S/4HANA and the consolidation system.

Exchange Rate Table: Local Currency to Group Currency ( A DCT page to be maintained to store this information for each cycle ) 

Currency Adjustment During Migration (TCURX Consideration)

In SAP, the TCURX table defines the number of decimal places used for each currency.
This impacts how amounts are stored internally in database tables versus how they are displayed externally in user interfaces or reports.

Currencies such as JPY (Japanese Yen), KRW (Korean Won), or VND (Vietnamese Dong) are typically configured with no decimal places (TCURX-CURRDEC = 0).

Understanding and correctly applying the TCURX rules is essential during data migration to ensure financial consistency between ECC and S/4HANA.

Internal vs External Currency Representation example:

 During data migration, these internal (technical) amounts must be converted to external amounts to ensure accuracy and consistency in the target S/4HANA system.

Conversion Formula:

External Amount =  Internal Amount * 10 to the power ( 2 - Number of decimal for the currency in TCURX table )

How to derive profit centres for various GL balance components: 

For each reporting period, balance sheet balances should ideally be allocated to the appropriate profit centres for all the accounts including balance sheet accounts. However, given the complexity involved, a more practical approach is outlined below for the balance sheet accounts.

• Cutover Period:
  During the cutover period, balances related to sub-ledger control accounts will already be correctly assigned to the respective profit centres from the sub-ledger side. therefore, For the cutover period, general ledger migration balances must be distributed by profit centre in accordance with the details outlined below. This ensures that the sub-ledger take-on account balances recorded in the general ledger can be properly offset against the sub-ledger clearing entries.

• Prior Periods ( Including Opening balance):
  For periods preceding the cutover, sub-ledger control account balances will be derived from the general ledger and migrated into the respective sub-ledger take-on accounts. However, these ledger-based balances do not contain profit centre details. As the balances for each period will later be reversed, unless a viable solution and compelling business case exist to justify detailed allocation given the significant complexity involved, the balances for periods prior to the cutover may be migrated using a default profit centre.

1. Inventory Balance Take-on Account:
   1. PF2:
      1. Stock balance data will be derived and structured at the profit centre level to ensure alignment with the target S/4HANA organisational structure.
      2. This dataset will provide stock balances at the material and plant level, which in turn will be mapped to the corresponding profit centres based on the material–plant–company code–profit centre mapping logic.
      3. The same distribution key (comprising Company Code, Profit Centre, and Stock Balance) will be applied to allocate the stock-related take-on GL account balances, derived from the source ECC GL balance data, ensuring accurate and consistent inventory take-on balances at the profit centre level.
   2. WP2:
      1. Stock balance data will be derived and structured at the profit centre level to ensure alignment with the target S/4HANA organisational structure.
      2. This dataset will provide stock balances at the material and plant level, which in turn will be mapped to the corresponding profit centres based on the material–plant–company code–profit centre mapping logic.
      3. The same distribution key (comprising Company Code, Profit Centre, and Stock Balance) will be applied to allocate the stock-related take-on GL account balances, derived from the source ECC GL balance data, ensuring accurate and consistent inventory take-on balances at the profit centre level.
2. Fixed Assets Take-On Account
   1. PF2:
      1. Fixed Assets are associated with Cost Centres, enabling straightforward derivation of the corresponding Profit Centres through existing master data mappings.
      2. Once Profit Centre mapping is established, the Asset Cost and Accumulated Depreciation balances will be segregated by Profit Centre accordingly.
      3. Subsequently, the Asset take-on GL account balances extracted from the source ECC GL balance data will be distributed across Profit Centres based on the derived split details, ensuring consistency between Asset subledger and General Ledger balances during migration at the profit centre level.
   2. WP2:
      1. Fixed Assets are associated with Cost Centres, enabling straightforward derivation of the corresponding Profit Centres through existing master data mappings.
      2. Once Profit Centre mapping is established, the Asset Cost and Accumulated Depreciation balances will be segregated by Profit Centre accordingly.
      3. Subsequently, the Asset take-on GL account balances extracted from the source ECC GL balance data will be distributed across Profit Centres based on the derived split details, ensuring consistency between Asset subledger and General Ledger balances during migration at the profit centre level.
3. AR Take-On Account
   1. PF2:
      1. The Business Area will be used to derive the corresponding Profit Centre to which the Business Area is assigned, for the AR Open Item data.
      2. AR Open Items will be aggregated at the Company Code and Profit Centre levels.
      3. The aggregated data will then be used to allocate the AR Take-on GL Account balances by Profit Centre, ensuring reconciliation and alignment between subledger and general ledger balances at the profit centre level during migration.
   2. WP2: the profit center will be derived from the offset line of the AR open item document.
   3. PI2:  AR open items transferred to PI2 from PF2 will include the business area, and the profit center derivation process for these items will follow the approach outlined in the PF2 section. Similarly, AR open items transferred to PI2 from WP2 will include the business area, and the profit center derivation process will follow the approach detailed in the WP2 section.
4. AP Take-On Account
   1. PF2:
      1. The Business Area will be used to derive the corresponding Profit Centre to which the Business Area is assigned, for the AR Open Item data.
      2. AR Open Items will be aggregated at the Company Code and Profit Centre levels.
      3. The aggregated data will then be used to allocate the AR Take-on GL Account balances by Profit Centre, ensuring reconciliation and alignment between subledger and general ledger balances at the profit centre level during migration.
   2. WP2:  the profit center will be derived from the offset line of the AP open item document.
   3. PI2:  AP open items transferred to PI2 from PF2 will include the business area, and the profit center derivation process for these items will follow the approach outlined in the PF2 section. Similarly, AP open items transferred to PI2 from WP2 will include the business area, and the profit center derivation process will follow the approach detailed in the WP2 section.

Note: A default Profit Center will be maintained for each company code in ADMM and will be applied in cases where Profit Center derivation is not possible due to unavailable data.

Transformation Mapping

Mapping File DCTs 

Cost Centre: 

Profit Centre:

 House Bank ID and Account ID Mapping

GL Account: 

Trading Partner Mapping: 

Transformation Dependencies

Pre-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

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

Load Phase and Dependencies

Configuration

 Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

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

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

Req #

Requirement description

Team responsible

1.      

Ensure source tables GLPCT, GLT0, COEP are extracted in tool according to the agreed cut-off date in the project plan

Data team

2.      

Perform preliminary completeness check documented in section 5.2.8.1.1

Data team

3.      

Raise issues as defects if Req # 1 to 2 are not met

Data team

4.      

Repeat Req # 1 to 3 if required

Data team

5.      

Report extraction result to person in charge of APOI conversion

Data team

Selection Screen

Data Collection Template (DCT)

DCT Rules

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

4.      

Legacy

BSIK

HKONT

GL Account

S/4HANA

ACDOCA

HKONT

GL Account

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

Transformation Mapping

Transformation Dependencies

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 TB Balance ( PY )  in the load file is the same as source. The record count for TB Balance ( PY )  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: FS10N ) with selection parameters stated in section 7.2. 

Group the output of the report by Company Code, GL Account and Profit Centre using subtotal function and compare the count in this report against the TB Balance ( PY )  count in the pre-load file.

The record count for TB Balance ( PY )  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 TB Lines 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 Trial Balance Display (t/code: FS10N ) with selection parameters.

oad

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 Trial Balance Upload

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 TB Balance ( PY )  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 TB Balance ( PY )  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