| Status | Approved |
| Owner | Prasad Naidu |
| Stakeholders |
Purpose
The purpose of this document is to define the conversion approach to migrate AR open items with special GL indicator in S/4 HANA.
Special G/L (General Ledger) items are transactions that are recorded separately from normal transactions due to their unique nature. These items usually involve different business processes, payment terms, or posting keys.
AR open items with special GL refer to Down Payments, Bills Of exchange, Security deposits, Guarantees etc. that have not yet been cleared . These are key transactional data required for financial continuity post-go-live.
Conversion Scope
The scope of this document covers the approach for converting active AR open items from Legacy Source Systems into S/4HANA following the AR open items Master Data Design Standard.
The data from legacy system includes:
- Open Customer Invoices with special GL Indicator
- Clearing date > migration cutoff date
- Posting date <= migration cutoff date
The data from legacy system excludes:
- Normal AR Open items which are covered in CNV-9008
| Source | Scope | Source Approx No. of Records | Target System | Target Approx No. of Records |
|---|---|---|---|---|
| PF2 | AR open item with Special GL Indicator | |||
| WP2 | AR open item with Special GL Indicator | |||
| PI2 | AR open item with Special GL Indicator | |||
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 | Requirement |
| BUT000 | BP | BU_PARTNER | Business Partner Number | CHAR | 10 | Required |
| BKPF | BUKRS | BUKRS | Company Code | CHAR | 4 | Required |
| BKPF | BLDAT | BLDAT | Document Date | DATS | 8 | Required |
| BKPF | BKTXT | BKTXT | Document Header Text | CHAR | 25 | Optional |
| BKPF | BUDAT | BUDAT | Posting Date | DATS | 8 | Required |
| BKPF | BLART | BLART | Document Type | CHAR | 2 | Required |
| BKPF | WAERS | WAERS | Document Currency | CUKY | 5 | Required |
| BKPF | MONAT | MONAT | Posting Period | NUMC | 2 | Required |
| BKPF | USNAM | USNAM | Entered By | CHAR | 12 | Optional |
| BKPF | TCODE | TCODE | Transaction Code | CHAR | 20 | Optional |
| BKPF | GLVOR | GLVOR | Business Transaction | CHAR | 4 | Optional |
| ACDOCA | BP | BU_PARTNER | Business Partner Number | CHAR | 10 | Required |
| ACDOCA | BELNR | BELNR_D | Accounting Document Number | CHAR | 10 | Required |
| ACDOCA | DMBTR | WRBTR | Amount in Local Currency | DEC | 13 | Required |
| ACDOCA | WRBTR | WRBTR | Amount in Document Currency | DEC | 13 | Required |
| ACDOCA | BUDAT | BUDAT | Posting Date | DATS | 8 | Required |
| ACDOCA | HKONT | HKONT | G/L Account | CHAR | 10 | Required |
| ACDOCA | UMSKZ | UMSKZ | Special G/L Indicator | CHAR | 1 | Optional |
| ACDOCA | ZTERM | ZTERM | Payment Terms | CHAR | 4 | Optional |
| ACDOCA | PRCTR | PRCTR | Profit Center | CHAR | 10 | Optional |
| ACDOCA | SEGMENT | SEGMENT | Segment | CHAR | 10 | Optional |
| ACDOCA | MWSTS | MWSKZ | Tax Code | CHAR | 2 | Optional |
| ACDOCA | PSWBT | WT_QSSHB | Withholding Base Amount | DEC | 13 | Optional |
| ACDOCA | ZUONR | ZUONR | Assignment | CHAR | 18 | Optional |
| ACDOCA | XREF1 | XREF1 | Reference Key 1 | CHAR | 12 | Optional |
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: Posting Date is 365 days or longer than current system date Rule 3: Due Date is prior report execution date. | Report | PF2 / PI2 / WP2 |
2 | 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 |
Conversion Process
The high-level process is represented by the diagram below:
Data Privacy and Sensitivity
Extraction
Extract data from a source into . There are 2 possibilities:
- The data exists. connects to the source and loads the data into . There are 3 methods:
- Perform full data extraction from relevant tables in the source system(s).
- Perform extraction through the application layer.
- Only if ; 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 . 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 BKPF, BSEG, are extracted in tool according to the agreed cut-off date in the project plan | Data team |
2. | ||
3. | ||
4. | ||
Selection Screen
| Selection Ref Screen | Parameter Name | Selection Type | Requirement | Value to be entered/set |
|---|---|---|---|---|
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
Field Name | Field Description | Rule |
Extraction Dependencies
Item # | Step description | Team responsible |
1. | Any period / year end close activities have been fully completed | Business |
2. | Reconciliation for intercompany receivables have been completed, and adjustment made in legacy SAP system | Business |
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:
- 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
- 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 Mapping tables, have the latest signed-off mapping files imported into toolMigrate. | Data team |
2. | In tool, select the AR Open Items object. | Data team |
3. | Go to Process Area Launch and Process the Object - AR Open Items - R3 AR Open Items. | Data team |
4. | Launch the Objects to execute 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 | ECC | KNA1 | KUNNR | Customer Number | S/4HANA | BUT000 | BP | Business Partner Number | Map from source to target using Business Partner mapping table. |
| 2 | ECC | BKPF | BUKRS | Company Code | S/4HANA | BKPF | BUKRS | Company Code | Map from source to target using company code mapping table |
| 18 | ECC | BKPF | BLDAT | Document Date in Document | S/4HANA | BKPF | BLDAT | Document Date | Copy as-is; ensure date format consistency. |
| 19 | ECC | BKPF | BKTXT | Document Header Text | S/4HANA | BKPF | BKTXT | Document Header Text | Copy as-is; used for document referencing and reporting. |
| 20 | ECC | BKPF | BUDAT | Posting Date | S/4HANA | BKPF | BUDAT | Posting Date | Posting date = Conversion date (last day of month prior go-live) |
| 21 | ECC | BKPF | BLART | Document Type | S/4HANA | BKPF | BLART | Document Type | Ensure document types are configured in S/4HANA; copy as-is. |
| 22 | ECC | BKPF | WAERS | Document Currency | S/4HANA | BKPF | WAERS | Document Currency | Copy as-is; validate against currency configuration. |
| 23 | ECC | BKPF | MONAT | Posting Period | S/4HANA | BKPF | MONAT | Posting Period | Ensure it aligns with fiscal year variant in S/4HANA. |
| 24 | ECC | BKPF | USNAM | Entered By (User ID) | S/4HANA | BKPF | USNAM | Entered By | Copy as-is for audit trail. |
| 25 | ECC | BKPF | TCODE | Transaction Code | S/4HANA | BKPF | TCODE | Transaction Code | Copy for reporting; useful in audit/recon scenarios. |
| 26 | ECC | BKPF | GLVOR | Business Transaction | S/4HANA | BKPF | GLVOR | Business Transaction | Ensure mapped correctly to new posting logic in S/4HANA. |
| 3 | ECC | BSID | KUNNR | Customer Number | S/4HANA | ACDOCA | BP | Business Partner Number | Map to Business Partner number using CVI mapping. |
| 4 | ECC | BSID | BELNR | Document Number | S/4HANA | ACDOCA | BELNR | Accounting Document Number | Retain document number if possible or use new number range with legacy reference. |
| 5 | ECC | BSID | DMBTR | Amount in Local Currency | S/4HANA | ACDOCA | DMBTR | Amount in Local Currency | Direct copy with decimal validation. Ensure currency consistency. |
| 6 | ECC | BSID | WRBTR | Amount in Document Currency | S/4HANA | ACDOCA | WRBTR | Amount in Document Currency | Copy as-is; verify exchange rates and document currency. |
| 7 | ECC | BSID | BUDAT | Posting Date | S/4HANA | ACDOCA | BUDAT | Posting Date | Copy as-is. |
| 8 | ECC | BSID | HKONT | Reconciliation Account | S/4HANA | ACDOCA | HKONT | Reconciliation Account | Validate mapped G/L account in S/4HANA Chart of Accounts. |
| 9 | ECC | BSID | UMSKZ | Special G/L Indicator | S/4HANA | ACDOCA | UMSKZ | Special G/L Indicator | Copy as-is; ensure configuration exists in S/4HANA. |
| 10 | ECC | BSID | ZTERM | Payment Terms | S/4HANA | ACDOCA | ZTERM | Payment Terms | Validate and reuse payment term codes. |
| 11 | ECC | BSID | PRCTR | Profit Center | S/4HANA | ACDOCA | PRCTR | Profit Center | Map profit center to new controlling area if changed. |
| 12 | ECC | BSID | SEGMENT | Segment | S/4HANA | ACDOCA | SEGMENT | Segment | Map via substitution rule or derive using master data/config. |
| 13 | ECC | BSID | MWSTS | Tax Code | S/4HANA | ACDOCA | MWSTS | Tax Code | Ensure tax code exists and maps to correct tax procedure. |
| 14 | ECC | BSID | PSWBT | Withholding Base Amount | S/4HANA | ACDOCA | PSWBT | Withholding Base Amount | Copy as-is if withholding applies. |
| 16 | ECC | BSID | ZUONR | Assignment Number | S/4HANA | ACDOCA | ZUONR | Assignment | Copy as-is for line item reference. |
| 17 | ECC | BSID | XREF1 | Reference Key 1 | S/4HANA | ACDOCA | XREF1 | Reference Key 1 | Retain if used for custom reporting or reconciliation. |
Transformation Mapping
Mapping Table Name | Mapping Table Description |
Company Code | Mapping of legacy company codes to target system value |
GL Account | Mapping of legacy GL accounts to target system value |
Profit Centre | Mapping of legacy Profit Center to target system value |
Business Partner | Mapping of legacy Customer accounts to target system value |
Trading Partner | Mapping of legacy trading partners to target system value |
Currency Key | Mapping of legacy currency keys to target system value |
Special G/L Indicator | Mapping of legacy special GL indicator to target system value |
Payment Block Key | Mapping of legacy payment block key to target system value |
Payment Method | Mapping of legacy payment method to target system value |
Open Purchase order cross references | Mapping of legacy PO 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 if records have all mandatory fields filled and mapped, otherwise they should be flagged as error. |
Reconciliation of total | Record Count Check the sum of record count of the AR open items in the load file is the same as source. The record count for AR Open Items will be done on the group basis. The fields in the group are consist of: Company Code, Customer 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 AR Line Item Display (t/code: FBL5N) Group the output of the report by Company Code and Customer Account using subtotal function and compare the count in this report against the AR open items count in the pre-load file. The record count for AR Open Items may also be done on the more granular level. The recommended granular level or the subtotal fields can consist of: Company Code, Customer, Profit Centre. If any of the count is different, raise defect and flag the relevant record as error. |
Accuracy
| Task | Action |
|---|---|
| Conversion accuracy | Verify AR 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 AR Line Item Display (t/code: FBL5N) 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
The load process includes:
- Execute the automated data load into target system using load tool or product the load file if the load must be done manually
- 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 AR Open items | Data team |
5 | ||
6 | ||
7 | ||
8 | ||
9 |
Load Phase and Dependencies
Configuration
Item # | Configuration item |
1. | Company code-related configuration (posting period variant). |
2. | Finance posting (document types, document number ranges, special gl indicator) |
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) |
| 3017 | Business Partners - FI Customer (F00) |
| 1073 | Profit center |
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 |
Post-Load Validation
Project Team
Completeness
| Task | Action |
|---|---|
| Reconciliation of Record Count | Total number of records loaded for AR 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 AR Open Items will be done on the group basis. The fields in the group are consist of: Company Code, Customer 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
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