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Status

60%

OwnerSoumen Laru
Stakeholders

Purpose

The purpose of this document is to define the conversion approach of GL Open Items into S/4 HANA.

GL Open Items are extracted from source ECC as of cut-over date which then is used to prepared open items for migration. 

Conversion Scope

Only the accounts which are open item managed both in source and target will be part of migration of GL Open items.


ECCS4

Strategy

Open Item -YesOpen Item -YesMigrate as GL Open Items
Open Item -NoOpen Item -YesMigrate as GL Balance - Lump sum open item will be created at the profit centre level 
Open Item -YesOpen Item -NoMigrate as GL Balance - Lump sum open item will be created at the profit centre level 
Open Item -NoOpen Item -NoMigrate as part of Trial Balance

An important point to be noted here. No separate take-on account will be used for migration open item managed GL accounts in the migration of TB.

Trial Balance migration will have Open Item managed GL accounts as part of scope for periodic balance migration and opening balance which are part of Trial Balance(TB). ( details of TB migration can be found out in the TB Conversion spec ). Those lines will stay as open items and they need to be cleared to ensure open item lines coming from the object 'CNV-9010 GL Open items' is the only list of open items for those open item managed GL Accounts. 


List of source systems and approximate number of records 
SourceScope

Source Approx No. of Records

Target SystemTarget Approx

No. of Records

PF2GL Open Items

1,042,609

S4HANA
WP2GL Open Items

1,665,227

S4HANA

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 (Decimals)

Requirement

ACDOCABUKRSBUKRSCompany CodeCHAR30    

Described in the Transformation Rules

ACDOCALDGRPLDGRPLedger GroupCHAR30    

Described in the Transformation Rules

ACDOCAXBLNRXBLNRReference Document NumberCHAR16    

Described in the Transformation Rules

ACDOCADOCLNDOCLNLine Item NumberNumber6     

Described in the Transformation Rules

ACDOCAHKONTHKONTG/L AccountCHAR30    

Described in the Transformation Rules

ACDOCAGKONTGKONTOffsetting AccountCHAR80    Described in the Transformation Rules
ACDOCABLARTBLARTDocument TypeCHAR80    Described in the Transformation Rules
ACDOCABLDATBLDATDocument DateDate
Described in the Transformation Rules
ACDOCAWWERTWWERTTranslation DateDate
Described in the Transformation Rules
ACDOCAACC_PRINCIPLEACC_PRINCIPLEAccounting PrincipleCHAR80    Described in the Transformation Rules
ACDOCABKTXTBKTXTHeader TextCHAR25    Described in the Transformation Rules
ACDOCASGTXTSGTXTItem TextCHAR50    Described in the Transformation Rules
ACDOCAWAERSWAERSTransaction CurrencyCHAR80    Described in the Transformation Rules
ACDOCAWRBTRWRBTRAmountNumber23    Described in the Transformation Rules
ACDOCAHWAERHWAERCompany Code CurrencyCHAR80    Described in the Transformation Rules
ACDOCADMBTRDMBTRAmountNumber23    Described in the Transformation Rules
ACDOCAHWAE2HWAE2Group CurrencyCHAR80    Described in the Transformation Rules
ACDOCADMBE2DMBE2AmountNumber23    Described in the Transformation Rules
ACDOCAHWAE3HWAE3Freely Defined CurrencyCHAR80    Described in the Transformation Rules
ACDOCADMBE3DMBE3AmountNumber23    Described in the Transformation Rules
ACDOCARASSCRASSCCompany ID of Trading PartnerCHAR80    Described in the Transformation Rules
ACDOCAZUONRZUONRAssignment NumberCHAR18    Described in the Transformation Rules
ACDOCARMVCTRMVCTTransaction TypeCHAR80    Described in the Transformation Rules
ACDOCAPERNRPERNRPersonnel Number of EmployeeCHAR80    Described in the Transformation Rules
ACDOCAVALUTVALUTValue DateDate
Described in the Transformation Rules
ACDOCAHBKIDHBKIDShort Key for House BankCHAR80    Described in the Transformation Rules
ACDOCAHKTIDHKTIDID for Account DetailsCHAR80    Described in the Transformation Rules
ACDOCAKOSTLKOSTLCost CenterCHAR80    Described in the Transformation Rules
ACDOCAPRCTRPRCTRProfit CenterCHAR80    Described in the Transformation Rules
ACDOCAFB_SEGMENTFB_SEGMENTSegmentCHAR80    Described in the Transformation Rules
ACDOCAPSPNRPSPNRWBS ElementCHAR80    Described in the Transformation Rules
ACDOCAAUFNRAUFNROrder NumberCHAR80    Described in the Transformation Rules



Data Cleansing


ID

Criticality


Error Message/Report Description

Rule

Output

Source System

1.      

Medium

Open Item is overdue and aged should be cleansed

TBD

Report


PF2 / 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:

  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.

Basis of relevancy is based on the table below.

ECC ( SKB1-XOPVW)S4 ( SKB1-XOPVW)

In Scope?

Strategy

Open Item -YesOpen Item -YesYesMigrate as GL Open Items
Open Item -NoOpen Item -YesNoMigrate as GL Balance - Lump sum open item will be created at the profit centre level 
Open Item -YesOpen Item -NoNoMigrate as GL Balance - Lump sum open item will be created at the profit centre level 
Open Item -NoOpen Item -NoNoMigrate as part of Trial Balance

Read all the records from table BSIS for the company codes as listed in the source column of the mapping file. 

For BSIS-SAKNR, BSIS-BUKRS read table SKB1, to find values for SKB1-XOPVW.  

Map BSIS-BUKRS to find target BUKRS ( Company Code ) and map BSIS-SAKNR to read target SAKNR ( GL Account ) . for the Target GL Account, read SKB1 ( from Target S4 System) to find out value for SKB1-XOPVW for target GL Account and Company Code Combination. Now Based on the above table, take records with 'In Scope' = 'Yes' into scope. 

Extraction Run Sheet


Req #

Requirement description

Team responsible

1.      

Ensure source tables BKPF, BSIS are extracted in tool according to the agreed cut-off date in the project plan

Data team

2.      

Perform preliminary completeness check documented in section 5.2.8.1.1

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 APOI conversion

Data team


Selection Screen

Selection Ref ScreenParameter NameSelection TypeRequirementValue to be entered/set





















Data Collection Template (DCT)

Note: Option of Data Collection is not expected to be used and therefore, does not need to be considered in migration design. However, if such a scenario arises whereby GL Open collection becomes necessary, a data collection template is attached in this section. 

Target Ready Data Collection Template will be created for GL Open Items data with exception of some fields which require transformation as mentioned in the transformation rule.

GL Open Item - DCT Rules

Field Name

Field description

Rule

ACDOCA-BUKRSCompany Code

Copy as is

ACDOCA-LDGRPLedger Group

Copy as is

ACDOCA-XBLNRReference Document Number

Copy as is

ACDOCA-DOCLNLine Item Number

Copy as is

ACDOCA-HKONTG/L AccountCopy as is
ACDOCA-GKONTOffsetting AccountCopy as is
ACDOCA-BLARTDocument TypeCopy as is
ACDOCA-BLDATDocument DateCopy as is
ACDOCA-WWERTTranslation DateCopy as is
ACDOCA-ACC_PRINCIPLEAccounting PrincipleCopy as is
ACDOCA-BKTXTHeader TextCopy as is
ACDOCA-SGTXTItem TextCopy as is
ACDOCA-WAERSTransaction CurrencyCopy as is
ACDOCA-WRBTRAmountCopy as is
ACDOCA-HWAERCompany Code CurrencyCopy as is
ACDOCA-DMBTRAmountCopy as is
ACDOCA-HWAE2Group CurrencyCopy as is
ACDOCA-DMBE2AmountCopy as is
ACDOCA-HWAE3Freely Defined CurrencyCopy as is
ACDOCA-DMBE3AmountCopy as is
ACDOCA-RASSCCompany ID of Trading PartnerCopy as is
ACDOCA-ZUONRAssignment NumberCopy as is
ACDOCA-RMVCTTransaction TypeCopy as is
ACDOCA-VALUTValue DateCopy as is
ACDOCA-HBKIDShort Key for House BankCopy as is
ACDOCA-HKTIDID for Account DetailsCopy as is
ACDOCA-KOSTLCost CenterCopy as is
ACDOCA-PRCTRProfit CenterCopy as is
ACDOCA-PSPNRWBS ElementCopy as is
ACDOCA-AUFNROrder NumberCopy as is



Suggestion to add:

Decimal validation - Check table TCURX for the document currency key and if Decimals (TCURX-CURRDEC) is ‘0’, validate that no decimal value is populated.

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 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 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 GL Open Items.

Data team

3.      

Go to Process Area Launch and Process the Object - GL Open Items- GL 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

Note: for Each GL open line in scope of migration, an offset line to be created with the same GL Account. Header Text, Item Text, Reference field and Assignment Number to be used to identify the offset lines to be cleared fully.  

For the Field mapping transformation rules, wherever Rule 1 and Rule 2 denoted in the transformation logic column, please note that Rule 1 applies to main line ( GL Open item line ) and Rule 2 applies to offset line.

Posting Date ( which is generally the cut-over date ) is not part of the template, as posting date will be maintained by the Syensnqo data team in the view FINSV_MIG_CTRL_1. This posting date will be used across all the financial transactions migrations ( exception is Trial Balance ).

Rule #

Source system

Source Table

Source Field

Source description

Target system

Target Table

Target Field

Target description

Transformation logic


1ECCBKPFBUKRSCompany CodeS/4HANAACDOCABUKRSCompany CodeMap Company Code from ECC to S4
2ECCBSISLDGRPLedger GroupS/4HANAACDOCALDGRPLedger GroupTo Be kept Blank
3ECCBSISXBLNRReference Document NumberS/4HANAACDOCAXBLNRReference Document NumberCopy as is
4ECCBSISDOCLNLine Item NumberS/4HANAACDOCADOCLNLine Item NumberCopy as is
5ECCBSISHKONTG/L AccountS/4HANAACDOCAHKONTG/L AccountMap Old GL Account to new GL Account
6ECCBSISGKONTOffsetting AccountS/4HANAACDOCAGKONTOffsetting AccountDefault to Migration GL Open Item Account. 
7ECCBKPFBLARTDocument TypeS/4HANAACDOCABLARTDocument TypeDefault to 'UE'
8ECCBKPFBLDATDocument DateS/4HANAACDOCABLDATDocument DateCopy as is
9ECCBSISWWERTTranslation DateS/4HANAACDOCAWWERTTranslation DateNot used
10ECCBSISACC_PRINCIPLEAccounting PrincipleS/4HANAACDOCAACC_PRINCIPLEAccounting PrincipleNot used
11ECCBKPFBKTXTHeader TextS/4HANAACDOCABKTXTHeader Text

Rule 1: Copy as is, for the Open item line 

Rule 2: Concatenate FI Document( BKPF-BELNR) legacy Company code(BKPF-BUKRS), Fiscal Year( BKPF-GJAHR Into BKTXT field.

12ECCBSISSGTXTItem TextS/4HANAACDOCASGTXTItem TextCopy as is
13ECCBSISWAERSTransaction CurrencyS/4HANAACDOCAWAERSTransaction CurrencyCopy as is
14ECCBSISWRBTRAmountS/4HANAACDOCAWRBTRAmount

Rule 1: Copy as is with Signage as '-' if the posting key is 50 or else '+'


Rule 2:  for offset line, please make the amount from debit to credit , credit to debit and apply above logic.

15ECCBSISHWAERCompany Code CurrencyS/4HANAACDOCAHWAERCompany Code CurrencyAutomatic
16ECCBSISDMBTRAmountS/4HANAACDOCADMBTRAmount

Rule 1: Copy as is with Signage as '-' if the posting key is 50 or else '+'


Rule 2:  for offset line, please make the amount from debit to credit , credit to debit and apply above logic.

17ECCBSISHWAE2Group CurrencyS/4HANAACDOCAHWAE2Group CurrencyAutomatic ( TBD )
18ECCBSISDMBE2AmountS/4HANAACDOCADMBE2Amount

Rule 1: Copy as is with Signage as '-' if the posting key is 50 or else '+'


Rule 2:  for offset line, please make the amount from debit to credit , credit to debit and apply above logic.

19ECCBSISHWAE3Freely Defined CurrencyS/4HANAACDOCAHWAE3Freely Defined CurrencyNot used
20ECCBSISDMBE3AmountS/4HANAACDOCADMBE3AmountNot used
21ECCBSISRASSCCompany ID of Trading PartnerS/4HANAACDOCARASSCCompany ID of Trading PartnerCopy as is
22ECCBSISZUONRAssignment NumberS/4HANAACDOCAZUONRAssignment Number

Rule 1: Copy as is

Rule 2:  for offset, Concatenate Legacy FI Document( BKPF-BELNR), legacy Company code(BKPF-BUKRS), Fiscal Year( BKPF-GJAHR and Legacy Line Item Number (BSIS-DOCLN) Into Assignment Number field.

23ECCBSISRMVCTTransaction TypeS/4HANAACDOCARMVCTTransaction Typeto be kept empty
25ECCBSISVALUTValue DateS/4HANAACDOCAVALUTValue Dateto be kept empty
26ECCBSISHBKIDShort Key for House BankS/4HANAACDOCAHBKIDShort Key for House Bankto be kept empty
27ECCBSISHKTIDID for Account DetailsS/4HANAACDOCAHKTIDID for Account Detailsto be kept empty
28ECCBSISKOSTLCost CenterS/4HANAACDOCAKOSTLCost CenterMap Old Cost Centre to New Cost Centre
29ECCBSISPRCTRProfit CenterS/4HANAACDOCAPRCTRProfit CenterMap Old Profit Centre to New Profit Centre
30ECCBSISFB_SEGMENTSegmentS/4HANAACDOCAFB_SEGMENTSegmentto be kept empty
31ECCBSISPSPNRWBS ElementS/4HANAACDOCAPSPNRWBS Elementto be kept empty
32ECCBSISAUFNROrder NumberS/4HANAACDOCAAUFNROrder Numberto be kept empty

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

Cost Centre

Mapping of legacy Cost Center to target system value

Currency Key

Mapping of legacy currency keys to target system value

Transformation Dependencies

List the steps that need to occur before transformation can commence
Item #Step DescriptionTeam Responsible
1Ensure all the fields that require value mapping, as stipulated. Mapping tables, have the correct values mapped and imported into tool.Data team
2GL Accounts are loaded with right open item management setting at the company code level and Post-Load Verification CompletedData team
3Profit Centres are loaded and Post-Load verification completedData team and Business


Pre-Load Validation

Project Team

Completeness


Task

Action

Generation of
Pre-load reports

Mandatory field check.
GL Accounts, Company code mapped

  1. Posting key mapped

  2. Currency types mapped

  3. Profit Centres mapped


Check GL Accounts are extended to required company code

Check if the GL Accounts extended to the company codes for the records by looking up SKB1. 


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
(i.e. no 0.00 allowed) 

Reconciliation of total

Record Count

Summary at GL Account and Company Code level. 

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. 
Review the data report to ensure mapping value is not missing in tool.
Capture errors in the Data Error report.



Business

Completeness

TaskAction
Verify record count in Pre-load reports by region

In legacy system, execute report GL Open Items Display (t/code: FBL3n ) with selection parameters stated in section. 

Group the output of the report by Company Code, GL Account and Profit Centre using subtotal function and compare the count in this GL Open line items report  count in the pre-load file.

If any of the count is different, raise defect and flag the relevant record as error.


Accuracy

TaskAction
Conversion accuracy

Verify GL Open Lines 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 FBL3N

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 levelCheck 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:

  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 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 Trial Balance Upload

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 configuration (posting period variant).

2.      

Finance posting (document types, document number ranges, special gl indicator)

3.      

Currencies (currency keys, decimal places in currencies)

4.

Set Posting Date for the Company Codes in SM30 for the view: FINSV_MIG_CTRL_1

 

 Conversion Objects

Object #Preceding Object Conversion Approach
1067GL Account Operational CoA (incl. secondary CE)
1073Profit center
1074Cost Centre

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

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

TaskAction
Reconciliation of Record Count

Total number of records loaded for GL Open Items will be generated in the Post-load reports in tool based on the target table and fields mentioned in the field list section.

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 GL Open items will need to be done. 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

TaskAction
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

TaskAction
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


Business may also run transaction code FBL3N – GL Open Line Items Display or equivalent report in Fiori App "Display Line Items in General Ledger" (F2217) to display loaded GL Open Line Items in S/4HANA and compare results against the Pre-Load reports generated from tool.

Accuracy

TaskAction
Open items totalsCheck business partner open item totals by Business partner, Company code, profit centre. Totals should be checked in Document, Local and Group currency.
Spot checkBusiness 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

Version Published Changed By Comment
CURRENT (v. 16) Mar 24, 2026 13:58 LARU-ext, Soumen
v. 99 Mar 19, 2026 08:45 LARU-ext, Soumen
v. 98 Mar 16, 2026 12:05 LARU-ext, Soumen
v. 97 Mar 16, 2026 11:56 LARU-ext, Soumen
v. 96 Oct 27, 2025 14:13 PILLAY-ext, Lawrence
v. 95 Oct 24, 2025 06:54 LARU-ext, Soumen
v. 94 Oct 24, 2025 06:13 LARU-ext, Soumen
v. 93 Oct 24, 2025 06:09 LARU-ext, Soumen
v. 92 Oct 22, 2025 11:43 LARU-ext, Soumen
v. 91 Oct 22, 2025 09:07 LARU-ext, Soumen

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