| Status | |
| Owner | Bernard Ng |
| Stakeholders |
Purpose
The purpose of this document is to define the conversion approach to migrate AP open items without special GL indicator (normal items) 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. Vendors comprise of the following types :
- 3rd party vendors
- Intercompany vendors
- Employees
- Others
- One time vendor should be excluded and not supported
Conversion Scope
The scope of this document covers the approach for converting active AP open items from Legacy Source Systems into S/4HANA following the AP open items Master Data Design Standard.
Relevancy rule :
The extracted data from legacy system are filtered as follows :
- BSIK :
- All open items with no special GL indicator UMSKZ = blank (normal items)
- Posting date BUDAT <= migration cutoff date
- Company code in scope (link)
- Vendor in scope (refer to link for exclusion)
- Profit center in scope (refer to link for excluded profit centers BSIK-PRCTR)
- BSTAT = blank only (exclude parked item and noted item)
- BSAK :
- All open items with no special GL indicator UMSKZ = blank (normal items)
- All normal items posted before migration cutoff date but cleared after migration cutoff date (clearing date AUGDT > migration cutoff date and posting date BUDAT<= migration cutoff date)
- Company code in scope (link)
- Vendor in scope (refer to link for exclusion)
- Profit center in scope (refer to link for excluded profit centers BSAK-PRCTR)
- BSET : Refer to migration object CNV-9019 GL Line Items (BS - Input / Output (VAT))
- WITH_ITEM : Refer to migration object CNV-9020 GL Line Items (BS - Withholding Tax)
- BSIK :
Note: There will not be migration of attachments / notes from open items in legacy systems
| Source | Scope | Source Approx No. of Records | Target System | Target Approx No. of Records |
|---|---|---|---|---|
| PF2 | AP open item | 7000 | S4 | 7000 |
| WP2 | AP open item | 16000 | S4 | 16000 |
| PI2 | AP open item | 5000 | S4 | 50000 |
Amounts in legacy involve document currency, local currency and group currency (if any). 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. Migration takeover GL accounts will be offsetting the AP open items based on default mapping (refer link)
Deferred tax in legacy AP documents will be included during migration. Reference to object 9019 (GL Line Items (BS - Input /Output (VAT)) for logic.
Withholding tax in legacy AP documents will be included during migration if withholding tax was not posted in legacy to avoid double posting. Reference to object 9020 (GL Line Items (BS - Withholding Tax)) for logic.
If AP item does not have profit center (BSIK-PRCTR = blank), a default profit center will be used based on mapping table by company code (refer link).
Additional Information
Multi-language Requirement
Document Management
There will not be migration of attachments from open items in legacy systems. They will remain in legacy for reference.
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 |
BSEG | BUKRS | BUKRS | Company Code | CHAR | 4 | Mandatory |
BSEG | XBLNR | XBLNR1 | Reference Document Number | CHAR | 16 | Mandatory |
BSEG | BUZEI | BUZEI | Line item number | NUMC | 3 | Mandatory |
BSEG | LIFNR | LIFNR | Vendor | CHAR | 16 | Mandatory |
BSEG | SAKNR | SAKNR | Alternative Reconciliation Account | NUMC | 10 | Optional |
BSEG | BLART | H_BLART | Document type | NUMC | 2 | Mandatory with mapping |
BSEG | UMSKZ | UMSKZ | Special G/L Indicator | CHAR | 1 | N/A in this object. Refer to 9007 (AP Special GL Open Items) |
BKPF | BLDAT | BLDAT | Document Date | DATE | 10 | Mandatory |
BKPF | BUDAT | BUDAT | Posting Date | DATE | 10 | Mandatory (migration cutoff date) |
BKPF | BKTXT | BKTXT | Header Text | CHAR | 50 | Optional |
BSEG | SGTXT | SGTXT | Item Text | CHAR | 50 | Optional |
BSEG | GSBER | GSBER | Business Area | CHAR | 4 | Not required |
BSEG | WAERS | WAERS | Document Currency | CHAR | 5 | Mandatory |
BSEG/ACDOCA | WRBTR/WSL | WRBTR/WSL | Amount in Document Currency | CURR | 23(2) | Mandatory |
BSEG | H_HWAER | H_HWAER | Local currency | CURR | 5 | Mandatory |
BSEG/ACDOCA | DMBTR/HSL | DMBTR/HSL | Amount in Local Currency | CURR | 23(2) | Mandatory |
BSEG | H_HWAE2 | H_HWAE2 | LC2 | CURR | 5 | Optional |
BSEG/ACDOCA | DMBE2/OSL | DMBE2/OSL | Amount in LC2 | CURR | 23(2) | Optional |
BSEG | H_HWAE3 | H_HWAE3 | LC3 | CURR | 5 | Optional |
BSEG/ACDOCA | DMBE3/KSL | DMBE3/KSL | Amount in LC3 | CURR | 23(2) | Optional |
BSEG | BUPLA | BUPLA | Business place | CHAR | 4 | Optional |
BSEG | SECCO | SECCO | Section code | CHAR | 4 | Optional |
BSEG | ZTERM | ZTERM | Payment Term | CHAR | 4 | Optional |
BSEG | ZLSCH | DZLSCH | Payment Method | CHAR | 1 | Optional |
BSEG | UZAWE | UZAWE | Payment method supplement | CHAR | 2 | Optional |
BSEG | ZLSPR | DZLSPR | Payment Block Key | CHAR | 1 | Optional |
BSEG | KIDNO | KIDNO | Payment reference | CHAR | 30 | Optional |
BSEG | BZDAT | BZDAT | Value Date | DATE | 8 | Optional |
BSEG | HBKID / HKTID | HBKID / HKTID | House bank | CHAR | 5 | Optional |
BSEG | BVTYP | BVTYP | Partner bank type | CHAR | 4 | Optional |
BSEG | REBZG | REBZG | Invoice reference | CHAR | 10 | Optional |
BSEG | REBZJ | REBZJ | Invoice reference fiscal year | NUMC | 4 | Optional |
BSEG | VBUND | VBUND | Trading Partner | CHAR | 6 | Optional |
BSEG | LZBKZ | LZBKZ | SCB Indicator | CHAR | 3 | Optional |
BSEG | XREF1_HD | XREF1_HD | Reference field 1 (header) | CHAR | 20 | Not required |
BSEG | XREF2_HD | XREF2_HD | Reference field 2 (header) | CHAR | 20 | Not required |
BSEG | XREF1 | XREF1 | Reference key 1 | CHAR | 12 | Optional |
BSEG | XREF2 | XREF2 | Reference key 2 | CHAR | 12 | Optional |
BSEG | XREF3 | XREF3 | Reference key 3 | CHAR | 12 | Optional |
BSEG | ZUONR | DZUONR | Assignment Number | CHAR | 18 | Optional |
BSEG | PRCTR | PRCTR | Profit center | CHAR | 10 | Mandatory |
BSEG | PPRCTR | PPRCTR | Partner Profit Centre | CHAR | 10 | Optional |
BSEG | BEWAR | BEWAR | Transaction type | CHAR | 3 | Optional |
BSET | * | * | * | * | * | Refer to data object # 9019 (GL Line Items (BS - Input /Output (VAT)) |
WITH_ITEM | * | * | * | * | * | Refer to data object # 9020 (GL Line Items (BS - Withholding Tax)) |
BSEG | GKONT | HKONT | Offset GL account | NUMC | 10 | Mandatory (Migration GL account for OAP refer link) |
Data Cleansing
ID | Criticality | Error Message/Report Description | Rule | Output | Source System |
| 1 | Can load, but business process affected | Open Item is overdue and aged > 1 year | Rule 1: Company must be in scope; Rule 2: Line item is not having a clearing date; Rule 3: Current system date > 1 year posting date; | Report | PF2 / PI2 / WP2 |
| 2 | Can load, but business process affected | 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 (account group Z012 in WP2 / account group ZZPE in PF2) | Report | PF2 / PI2 / WP2 |
| 3 | 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 |
| 4 | Cannot load | Parked Items to be checked | Rule 1: Company must be in scope; Rule 2: Document is parked (document status = “V”) | Report | PF2 / PI2 / WP2 |
| 5 | Cannot load | Noted Items to be checked | Rule 1: Company must be in scope; Rule 2: Document is noted (document status = “S”) | Report | PF2 / PI2 / WP2 |
| 6 | Can load, but business process affected | 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:
Data Privacy and Sensitivity
Extraction
Extract data from a source into ETL Tool. There are 2 possibilities:
- The data exists. ETL Tool connects to the source and loads the data into ETL Tool. There are 3 methods:
- Perform full data extraction from relevant tables in the source system(s).
- Perform extraction through the application layer.
- Only if ETL Tool; cannot connect to the source, data is loaded to the repository from the provided source system extract/report.
- The data does not exist (or cannot be converted from its current state). The data is manually collected by the business directly in ETL Tool. This is to be conducted using DCT (Data Collection Template) in ETL Tool
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 BKPF, BSEG, BSIK, BSAK are extracted in tool according to the agreed cut-off date in the project plan | Data team |
2. | Perform preliminary completeness check | 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 AP OI conversion | Data team |
Selection Screen
| Selection Ref Screen | Parameter Name | Selection Type | Requirement | Value to be entered/set |
|---|---|---|---|---|
Data Collection Template (DCT)
Data Collection Template will be created with legacy data which require transformation as mentioned in the transformation rule. It can also be used for data that are not automatically extracted from legacy and require direct load to target system.
Note : Existing PI2 data has custom table/fields related to treasury and inhouse bank processes eg. table ZZF_BSEG. As these fields are not going to be available in S4, some fields will be migrated to existing standard text format fields
Update (28 Oct) : Syniti will be extracting from PI2 and therefore DCT is not required anymore
| Field Name | Field description | Rule |
| BUKRS | Company Code | |
| XBLNR | Reference Document Number | |
| BUZEI | Line item number | |
| LIFNR | Vendor | |
| SAKNR | Alternative Reconciliation Account | |
| BLART | Document type | |
| UMSKZ | Special G/L Indicator | |
| BLDAT | Document Date | |
| BUDAT | Posting Date | |
| BKTXT | Header Text | |
| SGTXT | Item Text | |
| GSBER | Business Area | |
| WAERS | Document Currency | |
| WRBTR/WSL | Amount in Document Currency | |
| H_HWAER | Local currency | |
| DMBTR/HSL | Amount in Local Currency | |
| H_HWAE2 | LC2 | |
| DMBE2/OSL | Amount in LC2 | |
| H_HWAE3 | LC3 | |
| DMBE3/KSL | Amount in LC3 | |
| BUPLA | Business place | |
| SECCO | Section code | |
| ZTERM | Payment Term | |
| ZLSCH | Payment Method | |
| UZAWE | Payment method supplement | |
| ZLSPR | Payment Block Key | |
| KIDNO | Payment reference | |
| BZDAT | Value Date | |
| HBKID / HKTID | House bank | |
| BVTYP | Partner bank type | |
| REBZG | Invoice reference | |
| REBZJ | Invoice reference fiscal year | |
| VBUND | Trading Partner | |
| LZBKZ | SCB Indicator | |
| XREF1 | Reference key 1 | |
| XREF2 | Reference key 2 | |
| XREF3 | Reference key 3 | |
| ZUONR | Assignment Number | |
| PRCTR | Profit center | |
| PPRCTR | Partner Profit Centre | |
| BEWAR | Transaction type | |
| GKONT | Offset GL account |
Extraction Dependencies
Item # | Step description | Team responsible |
1. | Any period / year end close activities have been fully completed | Business |
2. | Reconciliation for intercompany payables have been completed, and adjustment made in legacy SAP system | Business |
3. | Reconciliation of migrated Purchase Order is completed before the extraction of Accounts Payable Open Items | Business and Data |
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 ETL TOOL to make the data Target ready:
- Perform value mapping and data transformation rules.
- Legacy values are mapped to the to-be values (this could include a default value)
- Values are transformed according to the rules defined in ETL TOOL
- 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
Item # | Step description | Team responsible |
1. | Ensure all the fields that require value mapping, as stipulated in Mapping tables, have the latest signed-off mapping files imported into ETL Tool. | Data team |
2. | In tool, select the AP Open Items object. | Data team |
3. | Process the Object - AP Open Items - R3 AP Open Items. | Data team |
4. | Launch transformation. | Data team |
5. | Monitor the transformation progress and ensure performance and completion is within allowed timeframe | Data team |
6. | Generate Pre-Load reports . | Data team |
7. | Generate data load count. | Data team |
8. | Log errors as defects, if any and address resolutions. Close defects. | Data team |
9. | Re-transform and re-validate the Pre-load reports if necessary. | Data team |
10. | Validate the transformed file as part of pre-load validation, raise data defects or provide the pre-load sign-off. | Business |
11. | Analyse and resolve any pre-load defects logged by business. | Data team |
12. | Repeat steps 6 to 11 if necessary | Data team |
13. | Proceed to pre-load validations | Data team |
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 number 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 | BSIK | BUKRS | Company Code | Map from source to target using company code mapping table (link) |
| 3 | Legacy | BSIK | LIFNR | Vendor Account | S/4HANA | BSIK | LIFNR | Vendor Account | Map from source to target using Business Partner mapping table. For exceptions, to use DCT eg post to GL account xxxxxx without any vendor via GL open item DCT. |
| 4 | N/A | BSIK | BLART | Document type | S/4HANA | BSIK | BLART | Document type | Default to 9K as per config link |
| 5 | Legacy | BSIK | XBLNR | Reference Document Number | S/4HANA | BSIK | XBLNR | Reference Document Number | Copy source value. |
| 6 | Legacy | BSIK | BLDAT | Document Date | S/4HANA | BSIK | BLDAT | Document Date | Copy source value |
| 7 | Legacy | BSIK | BUDAT | Posting Date | S/4HANA | BSIK | 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 | Override with concatenation of company code + fiscal year + document number + line item number. This will be used for reconciliation to legacy purposes |
| 9 | Legacy | BSIK | SGTXT | Item Text (For offset posting to conversion take-on G/L account) | S/4HANA | BSIK | SGTXT | Item Text | Copy source value |
| 10 | Legacy | BSIK | GSBER | Business Area | S/4HANA | BSIK | GSBER | Business Area | Leave blank |
| 11 | Legacy | BKPF | WAERS | Document Currency | S/4HANA | BSIK | WAERS | Document Currency | Mapping table - When conversion from ‘old’ Local currency to ‘new’ Local currency applies |
| 12 | Legacy | BSIK | WRBTR | Amount in Document Currency | S/4HANA | BSIK/ACDOCA | WRBTR/WSL | Amount in Document Currency | Copy source value |
| 13 | Legacy | BSIK | DMBTR | Amount in Local Currency | S/4HANA | BSIK/ACDOCA | DMBTR/HSL | Amount in Local Currency | Copy source value if source currency is equal to target currency, If different, to use DCT |
| 14 | Legacy | BSIK | DMBE2 | LC2 amount | S/4HANA | BSIK/ACDOCA | DMBE2/OSL | LC2 amount | Copy source value |
| 15 | Legacy | BSIK | DMBE3 | LC3 amount | S/4HANA | BSIK / ACDOCA | DMBE3 /KSL | Amount in LC3 | Copy source value (if any). If blank or 0 , this is to be auto calculated in target system during loading, based on Local currency amount (DMBE2) converted to group currency (T000-MWAER) with exchange rate of migration posting date |
| 16 | Legacy | BSIS | VALUT | Value Date | S/4HANA | BSIK | BZDAT | Value Date | Copy source value |
| 17 | Legacy | BSIS | PRCTR | Profit Centre | S/4HANA | BSIK | PRCTR | Profit Centre | Map from source to target using Profit center mapping table. If blank , to default profit center by company (refer link) |
| 18 | Legacy | BSIS | VBUND | Company ID of Trading Partner | S/4HANA | BSIK | RASSC | Company ID of Trading Partner | Map from source to target using Trading Partner mapping table |
| 19 | Legacy | BSIS | ZUONR | Assignment Number | S/4HANA | BSIK | ZUONR | Assignment Number | Copy source value |
| 20 | Legacy | BSIK | UMSKZ | Special G/L Indicator | S/4HANA | BSIK | UMSKZ | Special G/L Indicator | N/A |
| 21 | Legacy | BSIK | ZLSPR | Payment Block Key | S/4HANA | BSIK | ZLSPR | Payment Block Key | Map from source to target using Payment Block Key mapping table |
| 22 | Legacy | BSIK | ZLSCH | Payment method | S/4HANA | BSIK | ZLSCH | Payment method | Map from source to target using Payment method mapping table |
| 23 | Legacy | BSIK | ZTERM | Payment Term | S/4HANA | BSIK | ZTERM | Payment Term | Map from source to target using Payment term mapping table |
| 24 | Legacy | BSIK | HBKID / HKTID | House bank | S/4HANA | BSIK | HBKID / HKTID | House bank | Map from source to target using House bank mapping table (link) |
| 25 | Legacy | BSIK | BVTYP | Partner bank type | S/4HANA | BSIK | BVTYP | Partner bank type | Map from source to target using Partner bank type mapping table (link) |
| 26 | Legacy | BSIK | REBZG | Invoice reference | S/4HANA | BSIK | REBZG | Invoice reference | Leave blank |
| 27 | Legacy | BSIK | REBZJ | Invoice reference fiscal year | S/4HANA | BSIK | REBZJ | Invoice reference fiscal year | Leave blank |
| 28 | Legacy | BSIK | ZFBDT | Baseline Date | S/4HANA | BSIK | ZFBDT | Baseline Date | Copy source value |
| 30 | Legacy | BSIK | LZBKZ | SCB Indicator | S/4HANA | BSIK | LZBKZ | SCB Indicator | Map from source to target using Payment term mapping table |
| 31 | Legacy | BKPF | XREF1_HD | Reference field 1 (header) | S/4HANA | BKPF | XREF1_HD | Reference field 1 (header) | Not required |
| 32 | Legacy | BKPF | XREF2_HD | Reference field 2 (header) | S/4HANA | BKPF | XREF2_HD | Reference field 2 (header) | Not required |
| 33 | Legacy | BSIK | KIDNO | Payment reference | S/4HANA | BSIK | KIDNO | Payment reference | Copy source value |
| 36 | Legacy | BSIK | XREF1 | Reference key1 | S/4HANA | BSIK | XREF1 | Reference key1 | Copy source value except for PI2 data which will be mapped to custom table ZZF_BSEG-ZZ_BUKRS (Affiliate) |
| 37 | Legacy | BSIK | XREF2 | Reference key2 | S/4HANA | BSIK | XREF2 | Reference key2 | Copy source value except for PI2 data which will be mapped to custom table ZZF_BSEG-????? (Affiliate document number) |
| 38 | Legacy | BSIK | XREF3 | Reference key3 | S/4HANA | BSIK | XREF3 | Reference key3 | Copy source value |
| 39 | Legacy | BSIK | UZAWE | Payment method supplement | S/4HANA | BSIK | UZAWE | Payment method supplement | Map from source to target using Payment method supplement mapping table |
40 | Legacy | BSIK | BUPLA | Business place | S/4HANA | BSIK | BUPLA | Business place | Map from source to target using Business place mapping table |
41 | Legacy | BSIK | SECCO | Section code | S/4HANA | BSIK | SECCO | Section code | Map from source to target using Section code mapping table |
42 | Legacy | BSIK | BEWAR | Transaction type | S/4HANA | BSIK | BEWAR | Transaction type | Map from source to target using Transaction type mapping table |
43 | Legacy | BSIK | PPRCTR | Partner Profit Centre | S/4HANA | BSIK | PPRCTR | Partner Profit Centre | Map from source to target using Profit center mapping table |
| 44 | Legacy | BSEG | GKONT | Offset GL account | S/4HANA | BSEG | HKONT | Offset GL account | Map from source to target using GL account mapping table |
List of Custom Target Reports for this object is maintained here: Conversion Specification - Custom Reports Register.
Note for currencies :
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:
External Amount
The amount value as displayed to users in SAP screens and reports.
96015 JPY
Internal Amount
The amount value stored in database tables for computation.
960.15
Multiplied by factor = 10² if target has 2 decimals
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 )
Transformation Mapping
Mapping Table Name | Mapping Table Description |
Company Code | Mapping of legacy company codes to target system value |
GL Account | Default offsetting GL account each open AP item |
Profit Centre | Mapping of legacy Profit Center to target system value Default profit center for blank legacy profit center line items |
Business Partner | Mapping of legacy vendor accounts to target system value |
Trading Partner | Mapping of legacy trading partners to target system value |
| Business Area | Mapping of legacy Business Area to target system value |
Currency | Mapping of legacy currency keys to target system value |
Payment Block | Mapping of legacy payment block key to target system value |
Payment Method | Mapping of legacy payment method to target system value |
| Payment Term | Mapping of legacy Payment Term to target system value |
Purchase order Number | Mapping of legacy PO to target system value |
| Payment method supplement | Mapping of legacy Payment method supplement to target system value |
| Business place | Mapping of legacy Business place to target system value |
| Section code | Mapping of legacy Section code to target system value |
| SCB Indicator | Mapping of legacy SCB Indicator to target system value |
| House bank | Mapping of legacy House bank & account ID to target system value |
| Partner bank type | Mapping of legacy Partner bank type to target system value |
| Special G/L Indicator | Mapping of legacy Special G/L Indicator to target system value |
| Document type | Default doc type for this object OPEN AP |
| Transaction type | Mapping of legacy Transaction type to target system value |
Transformation Dependencies
List the steps that need to occur before transformation can commence| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Ensure all the fields that require value mapping, as stipulated. Mapping tables, have the correct values mapped and imported into tool. | Data team |
Pre-Load Validation
Project Team
Completeness
Task | Action |
Generation of | Mandatory field check. 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 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 |
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. |
Business
Completeness
| Task | Action |
|---|---|
| Verify record count in Pre-load reports by region | In legacy system, execute report AP Line Item Display (t/code: FBL1N) with selection parameters. 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
| Task | Action |
|---|---|
| Conversion 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. If any of the sum is different, raise defect and flag the relevant record as error. |
| Business partner balance on Company code and profit center level | Check the total open item amount on Business partner at Company Code and Profit center level, against the total in legacy by Document, Local and Group currency. Apply currency rules where applicable |
Load
Loading will be done through migration cockpit and therefore, data from the transformation export view to be exported into the load file format.
Export views to be prepared based on the field list from the load template attached.
Source data for FI - Accounts payable open item.xml
The load process includes:
- Execute the automated data load into target system using load tool
- 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 for 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
Item # | Configuration item |
1. | Company code-related configurations (posting period variant). |
2. | Finance posting (document types, document number ranges) |
3. | Currencies (currency keys, decimal places in currencies) |
4. | Accounts Payable specific (payment term, payment method, payment block keys) |
Conversion Objects
| Object # | Preceding Object Conversion Approach |
|---|---|
| 1067 | GL Account Operational CoA (incl. secondary CE) |
| 3018 | Business Partners - FI Vendor (FLVN00) |
| 1073 | Profit center |
| 9045 | Open purchase order |
Error Handling
Error type | Error description | Action taken |
Posting Period Error | Posting period is blocked for posting | Review project / cutover plan and ensure posting periods can be opened for postings |
Business partner does not exist | Business Partner record for the line item doesn’t exist | Create the relevant Business Partner in the S/4HANA System |
Profit Centre does not exist | Profit centre does not exist in company code | Ensure the profit centre mapping is correct and or create the profit centre if it is valid |
GL account does not exist | GL account does not exist in company code | Ensure the GL account mapping is correct and or create the GL account if it is valid |
Post-Load Validation
Project Team
Completeness
| Task | Action |
|---|---|
| Reconciliation of Record Count | 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. 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
| Task | Action |
|---|---|
| Check values in key fields for 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
| Task | Action |
|---|---|
| Record Count Check | 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
| Task | Action |
|---|---|
| Open items totals | Check business partner open item totals by Business partner, Company code, profit centre. Totals should be checked in Document, Local and Group currency. |
| Spot check | Business should choose some business partners and perform comprehensive check of open items, payment terms etc Such partners should have huge number of open items or be critical for payment runs in S4 or have certain complexity in conversion. |
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
| Title | Last Updated By | Updated | Status | |
|---|---|---|---|---|
| There are no pages at the moment. | ||||