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Status

  Lead Approval

Owner
Stakeholders

Purpose

The purpose of this document is to define the conversion approach for Quota Arrangements to be uploaded into SAP S/4HANA as part of the Procurement Data Migration. Quota Arrangements are used to determine the distribution of procurement quantities across multiple sources of supply, providing control over vendor sourcing allocations.


---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---

  • Rules for Data Merging (all systems)



Conversion Scope

This conversion approach covers active and relevant Quota Arrangements maintained at the material, plant, and source (vendor or source list) level. Records from legacy ECC systems (e.g., PF2, WP2) will be extracted, validated, transformed, and loaded into the S/4HANA system.

Only quota entries linked to valid material and vendor combinations and with an active allocation percentage will be considered in scope. Obsolete, deleted, or inactive quota records will be excluded. The harmonization process will align multiple legacy records into a consistent target format.


The data from legacy system includes:

  1. Materials that are in scope for conversion
  2. Vendors that are valid and active in the target system
  3. Quota Arrangements with non-zero quota % and valid plant/material/vendor combinations
  4. Entries with recent procurement activity (last 3–5 years)
  5. Quota arrangements for a valid contract.

The data from legacy system excludes:

  1. Entries falling with a expired validity period
  2. Obsolete vendors or materials not migrated
  3. Quotas with zero quota allocation


List of source systems and approximate number of records
SourceScope

Source Approx No. of Records

Target SystemTarget Approx

No. of Records

PF2Only open/valid documents will be migrated8 (HDR)S4/Hana

6(HDR)

4(Item)

WP2Only open/valid documents will be migrated

Total 206

Validity period active: 20

S4/Hana

20(HDR)

38(Item)


Quota Arrangement Views to be migrated (if any)

N/A


Predecessor Objects

Business Partners - General (3007) → Business Partners (Vendor)- Intercompany (3027) → Purchase Info Record/Pricing Conditions (1094) → Quota Arrangements (1098) → Operational Contracts (9040) → Purchase Requisitions (9044)

Additional Information

Multi-language Requirement

Descriptions are not applicable for Quota Arrangement, 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 by Syensqo / Transformed, Merged, and generate a migration file (CSV - comma delimited) by Syniti
  • L - Loading: Data will be Loaded using a custom Z-BAPI, custom function module, or BDC (Batch Data Communication) using MEQ1 that wraps this logic for reusability (no FM / BAPI / IDoc encountered)


Target Design

Quota Arrangement will be loaded into SAP S/4HANA using standard structures:

  • Table: QMAT (Quota Arrangement by Material)
  • Fields: MATNR, WERKS, LIFNR, KNTTP, KZUST, ANZQU, DATBI, DATAB, etc.
  • The data must match the material master, vendor master, and source list configurations. 


The technical design of the target for this conversion approach.

TableFieldData ElementField DescriptionData TypeLengthRequirement
EQUKMANDTMANDTClientCLNT3

Required


Key Field - Automatically updated

EQUKMATNRMATNRMaterial NumberCHAR18‑40*

Required


Key Field - Automatically updated

EQUKWERKSWERKS_DPlantCHAR4

Required


Key Field - Automatically updated

EQUKBDATUQUOBIQuota arrangement period valid untilDATS8

Required


Key Field - Automatically updated

EQUKVDATUQUOABQuota arrangement period valid fromDATS8

Required


Opcional
EQUKQUNUMQUNUMNumber of quota arrangementCHAR10Automatic
EQUKERDATERDATDate on which record was createdDATS8Automatic
EQUKERNAMERNAMName of person who created the objectCHAR12Automatic
EQUKSCMNGSCMNGMinimum quantity for splitting quotaQUAN15.3

Conditional. Syensqo user need to specify the minimum quantity that a lot must have in order to be apportioned among several sources of supply in the planning run. 


Note: The allocation by quota using splitting quotas is only carried out via a requirement planning run. 

EQUKCHANGEDONTIMESTAMPLUTC timestamp when record was changedDEC21Optional

EQUPMANDTMANDTClientCLNT3

Required


Key Field - Automatically updated

EQUPQUNUMQUNUMNumber of quota arrangementCHAR10

Required


Key Field - Automatically updated

EQUPQUPOSQUPOSQuota arrangement item numberNUMC3

Required


Key Field - Automatically updated

EQUPBESKZQBESKProcurement typeCHAR1Required. Allowed procurement type will be based on material master data set-up. So if material master is set-up as External procurement, then user can only choose External procurement during quota arrangement creation.
EQUPSOBESSOBESSpecial procurement typeCHAR1Conditional. If any special procurement such as consignment or subcontracting exist for a supplier, then choose relevant type in this field. 
EQUPLIFNRELIFNVendor account numberCHAR10Required
EQUPBEWRKBEWRKPlant from which material is procuredCHAR4Not Required. Syensqo will not need quota arrangement for materials provided within internal production plants
EQUPQUOTEQUOTEQuotaDEC3Required in case of multiple suppliers exist for particular material. Quota will be used to identify portion of quantity to be procured from particular supplier.
EQUPQUBMGQUBASBase quantity of quota arrangement itemQUAN15.3

Conditional. Set quota base quantity if to avoid changes in the quantity to be allocated in case new source is added. If quota base quantity is not specified, then system will automatically allocate quantity to supplier(s).

EQUPQUMNGQUMNGAllocated quantity of quota arrangement itemQUAN15.3Optional
EQUPMAXMGQUMAXMaximum quantity of quota arrangement itemQUAN15.3Optional
EQUPVERIDVERIDProduction versionCHAR4Optional
EQUPMAXLSMAXLSMaximum lot size per quota itemQUAN13.3Optional
EQUPMINLSMINLSMinimum lot size per quota itemQUAN13.3Optional
EQUPRDPRFRDPRFRounding profileCHAR4Optional
EQUPKZEINKZEIMOnce‑only indicatorCHAR1Optional
EQUPABRMGABRMGMaximum release quantity per periodQUAN13.3Optional
EQUPABPERABPERPeriod related to release quantityCHAR1Optional
EQUPABANZABANZNumber of periods for release quantityNUMC2Optional
EQUPPREIHPREIHPriority for determination sequenceNUMC2Optional
EQUPEMATNEMATNManufacturer part number's material numberCHAR18Optional
EQUPPLIFZPLIFZPlanned delivery time in daysDEC3Optional


Data Cleansing

IDCriticalityError Message/Report DescriptionRuleOutputSource System
001Medium
Ensure RFQ types (e.g., AN, ANQ) are valid and configured in S/4HANA- Delete or correct RFQs using types that are not configured in S/4HANA
- Map to valid types if migration logic allows

002Medium
Consistent numbering scheme, no duplicates-Identify duplicates via RFQ number (e.g., EBAN-BANFN or custom RFQ ID)
- Keep only one version, preferably the most recent
- Renumber only if permitted by target system config

003Medium
RFQ dates (creation, validity from/to) must be consistent and within allowed range- Correct invalid dates (e.g., validity end before start)
- Delete expired RFQs if beyond retention cutoff (e.g., older than 5 years)
- Flag records with future-dated creation or unrealistic validity ranges for review

004Medium
Material (MATNR) not in the approved Material Master scope    Delete the line item from the RFQ
005Medium
Material flagged for deletion (MARA–LVORM = X or MM03 deletion flag)    Exclude the RFQ line
006Medium
Material belonging to an obsolete Material Group (MATKL)Validate with business, likely delete
007Medium
Non-stock/service items without master data in S/4HANAExclude or replace with valid alternatives


Data Governance Rules

These governance rules apply to the object overall. They relate to the creation, blocking or deletion, or duplicate checks that must be applied.
Rule #ActivityRule descriptionValidation Method
SampleChangeChange information inhouse bank if necessaryOngoing Manual
1Create1) When Syensqo has multiple suppliers providing the same key supplies, Quota Arrangements should be utilized to automate the distribution of work, eliminating the need for manual intervention. This approach minimizes the risk of excessive dependence on a single vulnerable supplier. Quota arrangements are manually created within the S/4 Hana system.
2) A distinct quota arrangement must be established for each specific combination of material and plant.
3) The quota arrangement could be based on contract and / or purchase info records created with supplier.
4) When purchase requisitions are created manually or automatically for these materials, the system selects a supplier according to the predefined quota arrangement. This arrangement is valid for a specific time period and, once expired, will no longer be used to determine the source.

2CreateQuota arrangements are always created against material and plant combination
4ChangeQuota arrangements can be changed via S/4 Hana system adopted at Syensqo.

Scenarios at Syensqo which trigger updating of Quota arrangement master data:
1) New supplier is identified for the material which needs to be added in the Quota arrangement
2) Contract with the supplier against particular material is renewed for new validity period. Quota arrangement needs to be aligned with the new validity period.
3) Contract with the supplier against particular material is expired and/or new contract is created with separate supplier. Quota arrangement needs to be updated to add new supplier and period.
4) Purchase Info Record with the supplier against particular material is renewed for new validity period. Quota arrangement needs to be aligned with the new validity period.
5) Purchase Info Record with the supplier against particular material is expired and/or new Purchase info record is created with separate supplier. Quota arrangement needs to be updated to add new supplier and period.

5DeletionIf the quota arrangement is no longer required, the quota arrangement validity period can be reduced to past data and allocated quantity/quota can be reduced to zero via the S/4 HANA system adopted at Syensqo


Validation Method
These validation method apply to the object overall. They relate to the creation, blocking or deletion, or duplicate checks that must be applied.
Method #Validation MethodDefinition
1Ongoing ManualManual checks only by MDO.
2Upfront AutomatedSAP validates upon entry.
3Ongoing AutomatedAutomated method to check data against standards and report KPIs
4HybridCombination of Automated activities and manual intervention in DSP
5Upfront manual/Default on the formManual check upon data entry



Field Governance Rules


These governance rules apply to the individual fields within the data record.







Rule #Field LabelRule DescriptionValidation MethodConditional LogicCleansing Rule
SampleAccount IDThe first 3 characters are to represent the currency of bank account number. Please refer to currency codes as per ISO 4217. (https://www.iso.org/iso-4217-currency-codes.html)
The fourth and fifth characters are to be sequential starting at 01 ending at 99.
Upfront Manual







1Quota arrangement numberThe Quota arrangement record number is 15 characters and is automatically generated in S4Upfront Automated

2MaterialThe material no is required to be specified by the user and is validated against relevant Material masters available in S/4 HANA.Upfront Automated

3PlantThe plant id is required to be specified by the user and is validated against relevant plants available in S/4 HANA.Upfront Automated

4Valid toThe date is updated as the date until the quota arrangement will be kept valid. This needs to be manually inputted.Upfront Automated
Validity periods must be investigated and possibly extended.
Format not aligned (31/12/9999 or 31/12/2999 or 31/12/2099)
5Valid fromThe date is updated as the date on which the record was created. Its automatically updated in database basis the record creation date in S/4 HANA.Upfront Automated
One valid from date was created on 30/06/2023, but the Valid-From date is 02/06/1983. There are 54 records where the Quota Valid-From date is earlier than the QA created date.
6Min. Qty for Splitting QuotaSyensqo user need to specify the minimum quantity that a lot must have in order to be apportioned among several sources of supply in the planning run.
Note: The allocation by quota using splitting quotas is only carried out via a requirement planning run.
Upfront manual/Default on the form

7Quota arrangement itemUniquely identifies the quota arrangement item within a quota arrangement period.Upfront manual/Default on the form

8Procurement TypeAt Syensqo, majority of the quota arrangement will be using External procurement as Planning Engine - Kinexis will identify internal procurement requirements.

Procurement type indicates procurement that is, in-house manufacture, i.e. "making in", or external procurement, i.e. "buying out" for the quota arrangement item.
Values available: - 1) External Procurement 2) Internal Procurement.
Allowed procurement type will be based on material master data set-up. So if material master is set-up as External procurement, then user can only choose External procurement during quota arrangement creation.
Upfront Automated

9Special procurementAt Syensqo, any special procurement exist for material in the quota arrangement against the supplier, then choose relevant type in this field.

This field value is optional and if not chosen, then it is considered to be Standard.
Values Available:-
1) For External Procurement - Standard, Consignment, Subcontracting, Stock Transfer
2) For Internal Procurement - In house Production, Production in plant
Upfront AutomatedOptional field - if not chosen, then value = STANDARD (1).
Otherwise either
1) For External Procurement - Standard, Consignment, Subcontracting, Stock Transfer
2) For Internal Procurement - In house Production, Production in plant

10SupplierThe Supplier is a business partner or organization that provides goods or services to your company.
At Syensqo, automatic validation of the supplier number will be carried out during creation of Quota Arrangement.
Upfront Automated
This is a required field, but the ECC data has some instances where the Supplier is blank. (e.g. Proc Type = E)
11Procurement PlantSyensqo will use procurement plant information in quota arrangement for materials sourced from internal production plants.
Key for the factory or branch of a company (that is, a company code), from which the material is to be procured. You can only enter one supplier number or one plant per quota arrangement item. In the case of process orders, this field should remain empty if the quota arrangement is being used to select a production version.
Upfront Automated
There are instances where no procurement plant is specified for an internal Procurement type (E) and Special procurement type (E)
12QuotaAt Syensqo, quota will be needed In case of multiple suppliers exist for particular material. Quota will be used to identify portion of quantity to be procured from particular supplier.Upfront Automated

13Quota Base QuantityAt Syensqo, set the quota base quantity manually or have it determined by the system.
This controls quantity for a quota arrangement.
The quota base quantity regulates the quota arrangement without having to change the quota if, for example, a new source is to be included in the arrangement.
Upfront manual/Default on the form

14Allocated QuantityNo inputs required. System will keep updating this field in real-time based on allocation.
Total quantity procured to date from the quota arrangement item source. This value is updated in planned orders, purchase requisitions, purchase orders, and scheduling agreement delivery schedule lines.
Upfront Automated

15Maximum quantity
At Syensqo, only provide if there is a need to restrict maximum quantity to be allocated using the quota arrangement to the particular supplier. Once this quantity is allocated, then quota arrangement will not suggest the source.
Upfront manual/Default on the form

16Production VersionSyensqo will use production versions (if applicable) in case of Internal procurement i.e. material sourced from Syensqo's plant and procurement type is maintained as Internal Procurement.
Key which determines the various production techniques according to which a material can be manufactured. The production version determines the following:
1)the BOM alternative for a BOM explosion
2)the task list type, the task list group and the task list group counter for allocation to task lists
3)lot-size restrictions for repetitive manufacturing
Upfront manual/Default on the form

17Maximum Lot SizeMaximum PO quantity that may be allocated to a source of supply per order proposal in the planning run. If the shortage (undercoverage) quantity exceeds the maximum lot size, the quota system is re-applied to the remaining quantity.
At Syensqo, lot size will only be used in case material to be purchased in specified lots from the respective supplier.
When material is subject to lot size purchasing and there is a need to provide upper limit of lot size during supplier allocation using quota arrangement. System will create multiple orders if quantity to be purchased is more than maximum lot size.
Note: This information will override information maintained in material master data
Upfront manual/Default on the form

18Minimum Lot SizeMinimum order quantity that may be allocated to a source of supply per order proposal in the planning run. If the shortage (undercoverage) quantity is less than the minimum lot size, the latter quantity will be allocated to the source instead of the former.
At Syensqo, lot size will only be used in case material to be purchased in specified lots from the respective supplier.
When material is subject to lot size purchasing and there is a need to have lower limit lot size during supplier allocation using quota arrangement, provide minimum lot size quantity. System will create procurement proposal for minimum lot size quantity if requirement quantity if smaller.
Note: This information will override information maintained in material master data
Upfront manual/Default on the form

19Rounding ProfileAt Syensqo, when rounding profile is specified, system will create procurement proposal based on the rounding profile.
Note: This will take preference over material master information.
Upfront manual/Default on the form

20Indicator: "Once-Only"Specifies that a source may only be taken into account once in the apportionment of a lot.
This option will avoid situation where multiple procurement proposals will be generated by the system depending upon maximum lot size.
At Syensqo, please maintain if needed only when maximum lot size quantity is maintained.
Upfront manual/Default on the form

21Max. Release QtyThe maximum release quantity defines the maximum available capacity of a source of supply.
At Syensqo, if supplier has provided limit on quantity capacity, then maintain the values.

The "maximum release quantity" defines the maximum quantity that a source of supply can make available/supply within a specified timeframe. The maximum release quantity is only taken into account in the planning run within MRP, not when purchase requisitions or planned orders are created manually.
Upfront manual/Default on the form

22Period for Release QuantityPeriod to Which the Release Quantity Relates.
At Syensqo, maintain this info if supplier provides the maximum release quantity for a certain period of time.
Upfront manual/Default on the form

23Number of PeriodsIn this field, you determine the number of periods for which the maximum release quantity is valid.
At Syensqo, when maximum release quantity and period for release quantity are maintained, then maintain number of periods.
Upfront manual/Default on the form

24PriorityThis priority will define sequence of source of supply irrespective of quota rating and quota allocated quantity.
At Syensqo, maintain priorities based on preference of supplier to be allocated as a source using quota arrangement.
Upfront manual/Default on the form

25MPN: MaterialMPN Material field (Manufacturer Part Number) in Quota Arrangements is relevant if using MPN material procurement — a setup where procurement manufacturer-specific parts under a manufacturer part profile (MPN profile).
At Syensqo, MPN material will only be used if quota to be managed at individual MPN material level. There is no need identified at Syensqo.
Upfront manual/Default on the form

26Planned delivery time in daysPlanned Delivery Time in Days field in the Quota Arrangement plays a key role in source determination and scheduling, particularly when you have multiple sources of supply for a material.
At Syensqo, maintain planned delivery time at Quota arrangement in case there is a need to override the delivery time maintained in vendor master.
Upfront manual/Default on the form


























Conversion Process

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


image-2025-6-20_9-51-38.png


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

Req #Requirement DescriptionTeam Responsible
001The material exists and is in scopeSyniti Team
002The plant exists and is in scopeSyniti Team
003The vendor is active and validSyniti Team
004The quota is > 0Syniti Team
005The record is not marked for deletionSyniti Team
006The record has not expired (DATBI >= current date)Syniti Team
007Select records where EQUK-ERDAT >= 01.01.2023Syniti 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

Quota Arrangements depend on the successful migration of the following objects:

Item #Step DescriptionTeam Responsible
001Material Master
002Vendor Master
003Source List (EORD)
004Purchasing Info Records 


These must be loaded prior to the execution of Quota Arrangement upload.


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 will involve harmonizing supplier codes, plant IDs, and units of measure across systems. Where multiple legacy entries exist for the same material/plant, the most recent or business-prioritized record will be retained.

Quota percentage (ANZQU) will be recalculated if source values are inconsistent or incomplete. Date fields will be reformatted to YYYYMMDD and adjusted to cover valid procurement windows.

Transformation Run Sheet

Item #Step DescriptionTeam Responsible













Transformation Rules

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









































Transformation Mapping

Mapping Table NameMapping Table Description








Transformation Dependencies

List the steps that need to occur before transformation can commence
Item #Step DescriptionTeam Responsible













Pre-Load Validation

Project Team

Completeness

TaskAction





Accuracy

TaskAction





Business

Completeness

TaskAction





Accuracy

TaskAction





Load

The load process includes:

  1. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation;
  2. The data will be loaded using SAP LSMW leveraging BAPI_QUOTA_CREATE. No standard Migration Cockpit object exists for quota arrangements.
  3. The BAPI supports creation of records based on target-aligned templates. Staging Tables or Source Files will be handled by Syniti.


Load will occur in mock and production phases, with logs captured and reviewed for consistency, completeness, and errors.


As part of the Loading Strategy, the data will be loaded using SAP LSMW leveraging BAPI_QUOTA_CREATE. No standard Migration Cockpit object exists for quota arrangements. The BAPI supports creation of records based on target-aligned templates. Staging will be handled by Syniti.

Load will occur in mock and production phases, with logs captured and reviewed for consistency, completeness, and errors.

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. 38) Apr 29, 2026 06:54 SICONOLFI-ext, Michael
v. 142 Apr 22, 2026 13:17 SICONOLFI-ext, Michael
v. 141 Apr 20, 2026 13:07 SICONOLFI-ext, Michael
v. 140 Mar 13, 2026 07:13 SICONOLFI-ext, Michael
v. 139 Mar 13, 2026 06:48 MADHOK-ext, Jasleen
v. 138 Mar 12, 2026 19:26 MADHOK-ext, Jasleen
v. 137 Mar 12, 2026 18:56 MADHOK-ext, Jasleen
v. 136 Mar 12, 2026 18:49 MADHOK-ext, Jasleen
v. 135 Mar 12, 2026 18:43 MADHOK-ext, Jasleen
v. 134 Mar 12, 2026 12:56 SICONOLFI-ext, Michael

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