Purpose

The purpose of this document is to define the conversion approach to create Business Partners - General in S/4 HANA.

In SAP ECC, customer and vendor master data are maintained separately as distinct entities. Customers are managed through Customer Master Data, while vendors are handled via Vendor Master Data. These records store essential details such as company name, address, payment terms, and tax information.
In SAP S/4HANA, the Business Partner (BP) concept replaces the traditional customer and vendor master data approach. The BP model integrates both customer and vendor roles into a single entity, simplifying data management and ensuring consistency across different business functions

Conversion Scope

The scope of this document covers the approach for converting active Customer Master Data General and Vendor Master General from Legacy Source Systems into S/4HANA Business Partner (BP) General (Role 000000) Master Data Design Standard. 

Customer Master Data - General Information

The data from legacy system includes:

1. Customer with AR Balance under the company codes within S4 Hana implementation scope (BSID-KUNNR).
   2. or (Customer doesn't have central deletion indicator (KNA1-LOEVM="") AND Customer has active sales view data within the sales organizations in scope(KNVV-KUNNR)).
   3. or (Customer doesn't have central deletion indicator and customer has active company code view within the company codes in scope)
   4. or Customer is part of Customer Hierarchy Higher Node, and the sales area data is part of the sales areas within migration scope
   5. or there is customer consignment stock and the plant for the consignment stock is within S4 Hana implementation scope. 
   
   

The data from legacy system excludes:

1. Customer has central deletion indicator and without AR/AP Balance under the company codes within S4 Hana implementation scope.
2. Customer is used exclusively by entities not in scope, such as Oil & Gas and Aroma.
3. One time customer (Account group is Z004)

Vendor Master Data - General Information

The data from legacy system includes:

1. Vendors’ relevant general data with potential duplicate records (refer Relevancy Criteria for Vendor inclusion)
2. Vendors’ relevant general data with potential missing information such as bank, tax, etc related fields

The data from legacy system excludes:

1. Vendors marked for deletion (refer Relevancy Criteria for Vendor exclusion)
2. Inactive vendors with no transactions for the past 2 years  

 List of source systems and approximate number of records 

Additional Information

Multi-language Requirement

The customer and vendor general data may contain international address. Therefore, the conversion will also need to support the multi-language address.  Below languages (International versions) are supported. 

Document Management

It is possible the customer has attachment in the legacy system. The migration of attachment will be captured in conversion spec CNV-3004 - Attachment for customer master data. 

Legal Requirement

CMMC 2.0 is a mandatory DoD cybersecurity certification for contractors handling Controlled Unclassified Information (CUI) and Federal Contract Information (FCI). CUI includes sensitive technical data (e.g., design specs, system info) related to U.S. military and space applications. The Composites Business handles CUI and is therefore within CMMC scope. Without certification, the business risks disqualification from existing and future DoD programs.
It is mandatory to implement CMMC-compliant systems and processes to for all the organizations that are dealing with CUI.

Therefore, there will be one SAP instance specifically for CUI related entities. The migration for CUI related entities will be covered by US based data consultant using separate tools.

Special Requirements

If the data conversion involves third-party systems or external data sources, such as Icertis, describe any additional requirements related to data mapping, transformation logic, validation rules or security measures that must be followed.

Customer Master Data - General Information

A. Different SAP Instance Migration Approach

Due to compliance requirement, there will be one SAP instance for Rest of the World, one for China and one for CUI.

1. For entities in China, the data will be loaded into SAP China instance while the entire migration process will remain the same as rest of the world.
2. For entities which will reside in CUI, the migration will be handled by US based data consultant. 

Please refer to the link for the entity mapping for each instance. In case the data object is applicable for multiples instances, what business rule to follow?

 - To identify the record is for SAP ROW Instance, it will use below logic. 

1. The customer has sales area data or company code data in below entities. 
2. If the customer is used in both ROW entities and others, then the general data needs to be created in both SAP ROW and others instances.

- To identify the record is for SAP China Instance, it will use below logic. 

1. The customer has sales area data or company code data in below entities. 
2. If the customer is used in both China entities and others, then the general data needs to be created in both SAP China and other instances.

 - To identify the record is for SAP CUI Instance, it will use below logic. 

1. The customer has sales area data or company code data in below entities. 
2. If the customer is used in both CUI entities and others, then the general data needs to be created in both SAP CUI and other instances.

B. WP2/PF2 Customer General Data Reconciliation

In the meantime, for WP2/PF2 customer master general data, it is possible they are both coming from the same MDM PRS system, therefore, a de-duplication or reconciliation needs to be performed based on below logic. 

1. In PF2, it will have the relationship that KNA1-ZZR_KUNNR_RCS (RCS Customer code) = WP2, KNA1-KUNNR, then it refers to the same customer. 
2. In WP2, it will have the relationship that KNA1-ZZR_KUNNR_PRS (PRS Customer code)= PF2, KNA1-KUNNR, then it refers to the same customer. 

C. Intercompany BP General Data

For Intercompany BP, it is in the migration scope. However, as the definition of the to-be Intercompany BP is different from the existing ECC Intercompany BP definition, instead of migrating the ECC Intercompany BP directly, a DCT will be utilized to collect the intercompany information, then map to the ECC customer/vendor number if applicable.

 D. BP Number Range

In the BAU (business as usual) scenario, the BP number range for external parties will be Internal number range, meaning SAP will generate the running number based on the sequence of creation. For the migration purpose, it will adopt the external number range, which means each partner will have a pre-defined number when migrating to S4 Hana system. The consideration for this set up is to prepare the R3 customer migration in salesforce to keep the number in sync in both Salesforce and S4 Hana. Although the migration is using external number range, the pattern will be the same as internal number range.

E. One-time Customer

One time customer will not be migrated directly. However, if there is one time customer used in the open sales documents, or AR, a corresponding customer will be created as a normal customer. 

 Vendor Master Data - General Information

A. Different SAP Instance Migration Approach

There're three target SAP S4 Hana instances which will follow the following approach -

• Rest Of The World (All remaining entities from rest of the world will be loaded into S4 Hana Rest Of The World instance)
• China (Entities in China will be loaded into S4 Hana China instance)  
• CUI US (Entities in CUI will be handled by US based data consultant)

 The following logic is being used to identify record for SAP ROW Instance. 

1. Vendor has purchasing organization or company code attributes data in below entities. 
2. If vendor being used in both ROW entities and others, then General attributes data needs to be created in both SAP ROW and others instances.

The following logic is being used to identify record for SAP China Instance. 

1. Vendor has purchasing organization or company code attributes data in below entities. 
2. If vendor being used in both China entities and others, then General attributes data needs to be created in both SAP China and other instances.

The following logic is being used to identify record for SAP CUI Instance. 

1. Vendor has purchasing organization or company code attributes data in below entities. 
2. If vendor being used in both CUI entities and others, then General attributes data needs to be created in both SAP CUI and other instances.

Target Design

The technical design of the target for this conversion approach. 

Data Cleansing

All data cleansing should take place in the data source system as defined in this document, unless system limitations prevent it.

Customer Master Data - General Information

Vendor Master Data - General Information

Conversion Process 

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

The ETL (Extract, Transform, Load) process is a structured approach to data migration and management, ensuring high-quality data is seamlessly transferred across systems. Here’s a breakdown of its key components:

1. Extraction
The process begins with extracting metadata and raw data from source systems, such as Syensqo ECC system (i.e., WP2/PF2) periodically. The extracted data is then staged for transformation.

2. Transformation
Once extracted, the data undergoes cleansing, consolidation, and governance. This step ensures data integrity, consistency, and compliance with business rules. The transformation process includes:
- Data validation to remove inconsistencies.
- Standardization to align formats across datasets.
- Business rule application to refine data for operational use.

3. Loading
The transformed data is then loaded into the target S4 Hana system. 

For CUI instance, the ETL process will be similar, but it will not use Syniti tool.

Data Privacy and Sensitivity

Extraction

Extract data from a source into Syniti Migrate for SAP ROW and SAP China relevant entities. There are 2 possibilities:

1. The data exists. Syniti Migrate connects to the source and loads the data into Syniti Migrate. 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 Syniti Migrate 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 Syniti Migrate. This is to be conducted using DCT (Data Collection Template) in Syniti Migrate

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

For SAP CUI related entities, it will be alternative extraction process and the data will be stored in approved tools.

Extraction Run Sheet

Selection Screen

Data Collection Template (DCT)

DCT Rules

Customer Master Data - General Information

 Vendor Master Data - General Information

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 Syniti Migrate 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 Syniti Migrate
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

Transformation 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

The Business Partner General will be loaded in the pre-cutover period.

Before loading, it will have dependency on the configuration. The configuration needs to be transported into the respective system first, including the manual configuration such as the BP number range set up.

Configuration

 Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Post-load validation is a critical step in data migration, ensuring that transferred data is accurate, complete, and functional within the target system.

1. Ensuring Data Integrity
After migration, data must be consistent with its original structure. Post-load validation checks for missing records, incorrect mappings, and formatting errors to prevent discrepancies.
2. Business Continuity
Faulty data can disrupt operations, leading to financial losses and inefficiencies. Validating post-load data ensures that applications function as expected, preventing downtime.
3. Error Detection and Resolution
By validating data post-migration, businesses can detect anomalies early, reducing the cost and effort required for corrections

Completeness

Accuracy

Key Assumptions

• BP Master Data Standard is up to date as on the date of documenting this conversion approach and data load. 
• BP General (Role 000000) is in scope
• There will be 3 SAP instances, one for ROW, one for China and one for CUI only.
• For SAP CUI instance, the migration activity will be handled by US based data consultant. 

Change log

Workflow history