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Status

  In Progress

Owner

BUOSI-ext, Angelo MADHOK-ext, Jasleen 

Stakeholders

Purpose

This document outlines the conversion strategy for migrating Source List data from SAP ECC systems to SAP S/4HANA.

In the legacy systems, Source List entries may be duplicated, outdated, or inconsistently maintained across plants and purchasing organizations. Some entries reference inactive vendors or materials and contain obsolete validity dates. As per SyWay standards, Source List data will be rationalized and aligned to the new S/4HANA data model.


---CHECKLIST---

  • Logical Source and Target Systems are identified. 
  • Processing Type is specified (i.e. Direct Input, BAPI, IDoc, Web Service, OData API, etc.)
  • Standard or custom load program name/BAPI/IDoc is specified to support this functionality.
  • Data Mapping is provided for mappings which are not obvious to a suitably-skilled and experienced developer
  • All translation requirements are clearly defined (including data validation rules, data derivation/calculation and default values, if applicable)Input and/or Output file layouts are provided for all record types possible
  • Transaction volume is specified / Execution frequency is specified / Restart/Recovery requirements have been defined
  • Error handling requirements are specified, including alerting requirement and expected action on failure. 
  • Application log requirement if applicable to be specified. 



--- Additional topics to check---

  • Update the Data Volume with a actual figures
  • Rules for Data Merging (all systems)
  • Mapping Rules & Conversion Rules


Conversion Scope

The objective is to convert active and relevant Source List entries from legacy systems (PF2, WP2) into S/4HANA in accordance with the Source List Master Data Design.

The Source List in SAP defines the approved supply source(s) for a specific material over a given timeframe and plant. It plays a critical role in the Source-to-Pay process, particularly in automatic sourcing and purchase requisition conversion.

The legacy systems already use Source List functionality, but the structure, completeness, and business relevance vary. A cleansing and standardization process will be undertaken to ensure only valid, non-redundant records are transitioned.


The data from legacy system includes:

  1. Valid Source List entries with active Vendor and Material

  2. Entries with current or future Validity Period

  3. Plant (when applicable) and Purchasing Organization combinations relevant to the business scope

  4. Fixed vendor flags and quota arrangements, if maintained

The data from legacy system excludes:

  1. Entries with deletion indicators

  2. Expired entries with no future relevance

  3. Entries referring to blocked materials or vendors


List of source systems and approximate number of records
SourceScope

Source Approx No. of Records

Target SystemTarget Approx

No. of Records

P2F

The Source List will be extracted/collected via DCT. An initial extract of the relevant data will be provided in Google Sheet format to assist business in decision making.

Any additional data that need to be created to support the new design may be added in the DCT.

217.793S4H180.000
WP2139.062S4H90.000


Data will be extracted via Syniti Migrate and formatted into DCTs (Data Collection Templates). Business users will validate and confirm the relevance of each entry.

Additional Information

Multi-language Requirement

Descriptions are not applicable for Source List records, but Plant and Purchasing Organization descriptions may be presented in English and logon language if available.

Document Management

N/A

Legal Requirement

N/A

Special Requirements

Processing Type ETL: 

The extraction and transformation will be done by Syniti, while the loading will be executed by a Standard tool of SAP Migration Cockpit.

  • E - Extraction: Data will be Extracted from at least two source systems. This process will be executed by Syniti
  • T - Transform: Data will be Cleansed, Transformed, Merged, and staging areas of Migration Cockpit will be updated by Syniti
  • L - Loading: Data will be Loaded using the Migration Cockpit




Target Design

Source List data will be loaded into SAP S/4HANA tables EORD and EINE (if applicable for quota and vendor assignment) according to the standard structure:


The technical design of the target for this conversion approach.

TableFieldData ElementField DescriptionData TypeLengthRequirement
S_EORDZEORD


Number of Source List Record (Legacy)CHAR20    The field is auto generated
S_EORDMATNR
Product NumberCHAR80    
  • Check scope: skip records where the Material is Out of Scope
  • For the records in scope, apply a data conversion
S_EORDWERKS
PlantCHAR80    
  • Check scope: skip records where the Site is Out of Scope
  • For the records in scope, apply a data conversion
S_EORDVDATU
Source List Record Valid FromDATE 8
S_EORDBDATU
Source List Record Valid ToDATE 8Do not send records that have this field in the past
S_EORDLIFNR
Supplier's Account NumberText80    
  • Check scope: skip records where the Vendor is Out of Scope
  • For the records in scope, apply a data conversion
S_EORDEKORG
Purchasing OrganizationText80    
  • Check scope: skip records where the Purchasing Organization is Out of Scope
  • For the records in scope, apply a data conversion
S_EORDTYPE
Agreement TypeText1     
S_EORDEBELN
Outline Purchase Agreement NumberText80    
S_EORDEBELP
Agreement ItemNumber5     
S_EORDFLIFN
Indicator: Fixed SupplierText1     
S_EORDNOTKZ
Indicator: BlockedText1     
S_EORDAUTET
Source List Usage in Products PlanningText80    


Data Cleansing

Standardization activities include:

IDCriticalityError Message/Report DescriptionRuleOutputSource System
1097-001C1Removal of duplicatesSince we may have multiple source systems, is possible to exist this scenario

1097-002C1Elimination of expired entriesRemove expired dates before upload the date 

1097-003C1Alignment with valid vendor-material combinationsIdentify whether the info record exists

1097-004C1Standardizing date formats and flagsCheck whether the date format is correct according to the users language



Conversion Process

The conversion process begins with the extraction of Source List records from ECC systems based on relevancy criteria. These records are pre-validated to ensure referenced materials and vendors are active and valid. The validated data is then loaded into the DCT where cleansing, standardization, and transformation activities are performed. Once complete, the business reviews the entries and confirms readiness. Following this, load files are prepared and test loads are executed for validation. If successful, a full data load is carried out into S/4HANA, followed by a post-load validation to confirm completeness and accuracy.

Data Privacy and Sensitivity

N/A


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 DescriptionTeam Responsible

001

Extract data from source system based on relevancy rule

SyWay Data Team

002

Google Sheet report pre-populated with PF2 and WP2 information to be generated based on relevancy criteria. 

SyWay Data Team

003

Only extract data that is NOT marked for deletion


Where:

EINA-LOEKZ = ””

SyWay Data Team

004

Only extract records that are still valid


Where:

EINA-LIFBI >= Today’s date

SyWay Data Team

005

Extract Info Records for Vendors that are NOT marked for deletion and are part of an Info Record

SyWay Data Team

006

Extract Info Records for Vendors that are in scope

SyWay Data Team

007

Extract Info Records for Materials that are NOT marked for deletion and are part of the respective Info Record

SyWay Data Team

008

Extract Info Records for Materials that are in scope

SyWay Data Team

009

Extract Info Records for Plants that are in scope. Do this check when EINE-WERKS is different than initial

SyWay Data Team


Selection Screen

Selection Ref ScreenParameter NameSelection TypeRequirementValue 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 NameField DescriptionRule












Extraction Dependencies

Item #Step DescriptionTeam Responsible

001

Vendor - The Info Record is created for a specific vendor, therefore the vendor must exist and be active

S2P

002

Material - The Info Record is for a specific material, therefore the material must exist and be active

S2P

003

Purchasing Organization - Mandatory organizational level (configuration). Must be valid for both the vendor and material

S2P

004

Plant (optional) - If a plant-specific Info Record is used, the plant must be valid (included on scope) and maintained

FICO

005

Currency & UoM - Must align with vendor master and material master data

S2P

006

Tax Code - Should exist in system and be consistent with vendor's country and plant region

S2P

007

Conditions - Purchasing conditions (price, discounts, scales) are typically stored in condition records. Linked to Info Records via condition tables

S2P

008

Vendor Master Settings - The vendor must have the purchasing organization maintained in purchasing view

S2P


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

Item #Step DescriptionTeam Responsible
001Identify target S/4HANA fields and determine applicable legacy source fields from both ECC systems WP2, PF2Functional Team (S2P)+ Data Team (S2P)
002Review condition types and access tables used in each ECC source systems WP2, PF2.Those have to be translated into the new S/4Hana ConditionsBusiness Team + Functional Team (S2P)
003Map legacy field values to S/4HANA target values (including field-level mapping and technical names)Data Team (S2P), Data Team (Syniti)
004Define value mapping rules for fields requiring standardization or harmonization across the two source systems WP2 and PF2.Functional Team (S2P)+ Data Team (S2P)
005Identify and agree on default values where legacy data is incomplete or inconsistentBusiness Team + Functional Team (S2P)
006Configure transformation rules in Syniti Migrate (including calculated fields, formatting rules, etc.)Data Team (Syniti), Data Team (S2P)
007Review transformation logic and mappings with Business for confirmationBusiness Team + Functional Team (S2P)
008Perform initial transformation run and generate draft target-ready datasetData Team (Syniti),
009Review draft target-ready data for structure and completenessData Team (S2P), Functional Team (S2P)
010Share transformed data with Business for Pre-load ValidationBusiness Team
011Incorporate feedback from Business and refine mappings or transformation logic as neededData Team (S2P)
012Finalize and approve transformed data as Target Ready Load FileBusiness + Functional (S2P) + Data Team (S2P)
013Handover final file to Load Team or trigger the load via Syniti Load WorkbenchData Team (Syniti), Data Load Team


Transformation Rules

Rule #Source systemSource TableSource FieldSource DescriptionTarget SystemTarget TableTarget FieldTarget DescriptionTransformation Logic

001

Legacy

EORD

MATNR

Material

S/4HANA

EORD

MATNR

Material

Select the new Material Code from the mapping table and update the corresponding target structure accordingly

002

Legacy

EORD

LIFNR

Vendor

S/4HANA

EORD

LIFNR

Vendor

Select the new Vendor Code from the mapping table and update the corresponding target structure accordingly

003

Legacy

EORD

MEINS

Order Unit

S/4HANA

EORD

MEINS

Order Unit

Select the new Order Unit Code from the mapping table and update the corresponding target structure accordingly

004

Legacy

EORD

WERKS

Plant

S/4HANA

EORD

WERKS

Plant

Select the new Plant Code from the mapping table and update the corresponding target structure accordingly


Transformation Mapping

Mapping Table NameMapping Field NameMapping Table Description

LIFNR

LIFNR

<Vendor>

MATNR

MATNR

<Material>

WERKS

WERKS

<Plant>

EKORG

EKORG

<Purchasing Organization>

EKGRP

EKGRP

<Purchasing Group>

MATKL

MATKL

<Material Group>

MEINS

MEINS

<Unit of Measure>

Transformation Dependencies

List the steps that need to occur before transformation can commence
Item #Step DescriptionTeam Responsible
001Org structure configuration is completeFunctional Team (S2P) + Data Team (S2P)
002Configuration for Purchasing Conditions is completeFunctional Team (S2P) + Data Team (S2P)
003Value Mapping Tables are completeFunctional Team (S2P) + Data Team (S2P)
004Dependent Master Data records for Materials / Vendors are loadedFunctional Team (S2P) + Data Team (S2P)


Pre-Load Validation

Project Team

The following pre-load validations will be performed by the Project Team.

Completeness

TaskAction
Configuration

Ensure necessary configurations are in place in target system and field mapping is aligned with access sequence, pricing condition types

Review Mapping TableEnsure all the source organization units are mapped with target values
Check ValuesValidate the pre-load data confirming the values are aligned with target system format and 
Validate template structure and required field populationEnsure mandatory fields like VKORG, VTWEG, MATNR, KUNNR, KSCHL, valid dates are filled

Accuracy

TaskAction
Review Mapping TableEnsure all the source organization units are mapped with target values
Check mapping rules against configuration (access sequences, condition tables)Cross-check mapping sheet with customizing entries in V/03, V/04, V/05, V/08
Set up validation rules based on condition tables and field catalogUse rule-based validation and lookups against master data (e.g., MARA, KNA1)
Perform format validation (date, currency, decimal separators)Standardize format to match SAP accepted input (e.g., YYYYMMDD for dates)
Implement logic to detect duplicate condition recordsExample: Run duplicate checks using key combinations (e.g., VKORG + MATNR + KUNNR)
Conduct dry runs using LTMC or BAPIs and review logsAnalyze load results and correct format or conversion errors

Business

 The following pre-load validations will be performed by the business. 

Completeness

TaskAction
Check whether the total number of records meet the final result after Data Cleansing

Check the total number of records and compare the source system against SAP S4Hana







Accuracy

TaskAction





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 DescriptionTeam Responsible













Load Phase and Dependencies

Configuration

Item #Configuration Item






Conversion Objects

Object #Preceding Object Conversion Approach

list the exact title of the conversion object of only the immediate predecessor – this will then confirm the DDD (Data Dependency Diagram)




Error Handling

Error TypeError DescriptionAction Taken










Post-Load Validation

Project Team

Completeness

TaskAction





Accuracy

TaskAction





Business

Completeness

TaskAction





Accuracy

TaskAction





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.


See also

Change log

Version Published Changed By Comment
CURRENT (v. 19) Jan 06, 2026 16:17 BUOSI-ext, Angelo
v. 36 Nov 14, 2025 12:43 BUOSI-ext, Angelo
v. 35 Aug 12, 2025 12:55 BUOSI-ext, Angelo
v. 34 Aug 03, 2025 17:23 RAYUDU-ext, Narasimha Kumar
v. 33 Aug 03, 2025 17:23 RAYUDU-ext, Narasimha Kumar
v. 32 Jul 14, 2025 14:23 BUOSI-ext, Angelo
v. 31 Jul 07, 2025 10:16 BUOSI-ext, Angelo
v. 30 Jul 07, 2025 09:35 BUOSI-ext, Angelo
v. 29 Jul 07, 2025 09:32 BUOSI-ext, Angelo
v. 28 Jul 07, 2025 09:28 BUOSI-ext, Angelo

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