Purpose

The purpose of this document is to define the conversion approach to create and migrate Purchase Order Attachments in S/4 HANA.

Attachment Functionality in SAP ECC
- Storage Method: Attachments are typically stored using Generic Object Services (GOS), which allow users to link files to sales documents (via transaction codes like ME21N, ME22N, ME23N).
- Technical Reference: The attachments are managed via the Business Object Repository (BOR) object. The Business Object Repository (BOR) in SAP is a central access point for SAP business object types and their corresponding Business Application Programming Interfaces (BAPIs). It provides an object-oriented view of data and processes within an SAP system and is crucial for integrating SAP with external applications. The BOR also plays a role in SAP Business Workflow, ArchiveLink, and output control. 

Below are the object names with their document types. There could be more that are applicable

BUS2009 - Purchase Requisition Item

BUS2010 - Vendor Quotation Request

BUS2011 - Vendor Quotation

BUS2012 - Purchase Order   

BUS2013 - Purchase Scheduling Agreement    

BUS2014 - Purchase Contract

BUS2015 - Inbound Delivery    

BUS2020 - Vendor Document

BUS2025 - Purchasing Contract  

BUS2052 - Purchase Outline Agreement 

BUS2105 - Purchase Requisition

BUS2126 - Vendor Billing Document
   
  

Changes in SAP S/4HANA
- Attachments are linked using the Attachment List Service (also used in Fiori apps).

- Technically embedded in the Business Object Processing Framework (BOPF) or handled by Object Page Layout for Fiori views 

- User Experience Enhancements: Drag-and-drop uploads via Fiori.

Attachment Types

Any type of document can be an attachment, and can be attached when the user creates a PO from the shopping cart.

In most cases this is a PDF type attachment, and includes Invoices, Specs, Emails....

Conversion Scope

The scope of this document covers the approach for converting active Attachments for Open Purchase Orders from Legacy Source Systems into S/4HANA following the S2P Master Data Design Standard.

The data from legacy system includes:

1. The basis of this object's legacy data is Open Purchase Orders that cannot be closed, and must be migrated. This is handled in CNV-9045 Open Purchase Orders
2. That the purchase order in point 1 has an attachment maintained.

The data from legacy system excludes:

1. Attachments for closed Purchase orders, or where the PO is not in scope for various reasons.

Additional Information

Multi-language Requirement

Document Management

Generic Object Services (GOS) is a functionality that allows users to attach documents, notes, and other objects to business objects like purchase orders. It provides a standard way to manage and access these attachments within various SAP transactions, including those related to purchase orders. 

The following are the key concepts for POs.

• Attachment Management:

  GOS enables users to add attachments (like PDFs, Word documents, etc.) to purchase orders, either directly within the transaction or through a separate DMS (Document Management System) if configured. 

• Viewing Attachments:

  GOS also allows users to view the attachments associated with a specific purchase order. 

• Object Relationships:

  GOS can also show relationships between the purchase order and other objects, like IDocs, workflows, or other related documents. 

• Toolbar/Button:

  The GOS functionality is typically accessed through a toolbar button or a menu option within the purchase order transaction (e.g., ME21N, ME22N, ME23N). 

• Customization:
  In some cases, the GOS button or functionality might need to be activated for specific transactions or user roles using customizing settings. 

• Other:
• GOS also allows for other functions like adding private notes, sending the object to another user, or viewing related workflows. 

The Business Object Repository (BOR) in SAP is a central access point for SAP business object types and their corresponding Business Application Programming Interfaces (BAPIs). It provides an object-oriented view of data and processes within an SAP system and is crucial for integrating SAP with external applications. The BOR also plays a role in SAP Business Workflow, ArchiveLink, and output control. 

Key aspects of the BOR and Purchase Orders:

• Centralized Access:

  The BOR acts as a single point of access for all business objects and their associated BAPIs. 

• Object-Oriented View:

  It provides an object-oriented perspective of business processes, allowing for modular and reusable components. 

• Purchase Order Object:

  The purchase order business object (type BUS2012) is a key object within the BOR, representing purchase order data and operations. 

• BAPIs and Methods:

  BAPIs, which are remote-enabled ABAP function modules, are used to implement the methods of business objects. For example, a BAPI might be used to change a purchase order item or retrieve purchase order details. 

• Attributes and Parameters:

  Business objects have attributes that store object properties (e.g., purchase order number, vendor) and methods use import/export parameters to pass data between different parts of the system. 

• BOR Browser:

  The Business Object Repository Browser (transaction code SWO1) allows users to browse, display, and maintain business objects and their components. 

• Integration:

  The BOR facilitates the integration of SAP with other systems, such as through middleware. 

• Workflow and Other Services:
  The BOR is used in SAP Business Workflow, ArchiveLink, output control, and other generic object services. 

The DMS approach is elaborated in KDD "Document Management in the SyWay Solution".

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

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?

Target Design

The technical design of the target for this conversion approach.

Data Cleansing

Conversion Process

SAP's document migration process involve three parts:

1. Moving the documents to a storage area.
2. Creating the entries in the S4 HANA system, such as purchase orders, etc
3. Linking the attachments to the purchase documents. 

Various tools are used in the migration process.

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

The Rest of the World and China follows the process below, using Syniti ADMM.

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 . 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

Selection Screen

Data Collection Template (DCT)

DCT Rules

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

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 Attachment for customer master data will be loaded in the pre-cutover period.

Before loading, it will have dependency on the DMS server migration completion.

Configuration

Conversion Objects

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

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

• 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

Workflow history