Purpose

The purpose of this document is to define the conversion approach to migrate Vendor Doc Attachments to S/4 HANA.

This allows to associate relevant documents, like contracts or certifications, with specific vendors.

Attachment Functionality in SAP ECC
- Storage Method: Attachments are typically stored using Generic Object Services (GOS), which allow users to link files to vendor 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. 

CLEAN UP

Key tables for Attachments are:

Object types can be checked in SAP table: TOJTB

The SAP Table SRGBTBREL (Relationship Table for GOS Objects): This table links the GOS Object (like a vendor) to the actual attached document, storing the object type, instance ID, and document details.

Vendor Master General LFA1. The GOS information can be linked to the table.

SapOffice table :SOOD table in SAPoffice that stores metadata and attribute information for documents and SAP office objects

MDOBLREL - Valid relationship types

Key Tables Involved 

• SRGBTBREL: Stores the relationship between a business object and its attachments.
• SOOD: Stores the details of the SAPoffice documents.
• SOFFCONT1: Contains the actual content of the documents.

Link between the SOOD and SRGBTREL tables. 

SRGBTBREL's INSTID_B field, often by parsing it to extract the document type, year, and number, to then retrieve the corresponding record from the SOOD table. 

1. Identify the Attachment Link: 

   In the SRGBTBREL table, the fields INSTID_A and TYPEID_A identify the business object (e.g., a sales order), and INSTID_B identifies the attachment. 

2. Parse the Attachment Information: 

   The INSTID_B field in SRGBTBREL contains the key information for the SOOD table. This field needs to be parsed to extract the document's attributes, including: 
   • OBJTY (Object Type): For example, 'URL' or 'K' (for KPRO objects). 
   • OBJYR (Object Year): A two-character field. 
   • OBJNO (Object Number): A twelve-character field. 

3. Link to SOOD: 

   Use the parsed values to find the corresponding record in the SOOD table. 
   • SOOD-OBJTY = SRGBTBREL-INSTID_B+17(3) 
   • SOOD-OBJYR = SRGBTBREL-INSTID_B+20(2) 
   • SOOD-OBJNO = SRGBTBREL-INSTID_B+22(12)

Example

If you are looking for an attachment to a material, you might select from SRGBTBREL where RELTYPE = 'URL' and INSTID_A is the material number. The INSTID_B field will then hold the information to link to the document in SOOD. 

OBJECT TYES INCLUDED (TBC - with Laura Santamarta)

LFA1

LFB1

LFM1

These would cover documents such as Bank account details, Qualification details, Registration details, etc.

The following list includes the objects can also be included. TBC

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

BUS2125 - Vendor related Customer Billing Document

BUS2126 - Vendor Billing Document

BUS2126001 Single Vendor Billing Document

BUS3003 Purchasing information

BUS3008 - Vendor Account

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 Vendors 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 Active Vendor Business partners that will be migrated. This is handled in CNV-XXXX Business Partner Vendors???
2. The vendor in point 1 must have an attachment maintained.

The data from legacy system excludes:

1. Attachments for Vendors not in scope to be migrated.

Additional Information

Multi-language Requirement

Document Management

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, which are TBC.

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

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

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 systems into ADMM:

1. The vendor documents exist in the GOS environment and have to be extracted and transferred to the S2 GOS.
2. The files are linked to the data objects via the SAP data tables. These records need to be extracted and migrated to the S4H environment. There are 3 methods:
   1. Perform full data extraction from relevant tables from the PF2/WP2 source system(s), using Syniti ADMM.
   2. Stage data in SQL server

All records need to be extracted but due to the high volumes, the agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads.

Extraction Run Sheet (for data extraction portion)

Extraction Run Sheet (for files extraction portion)

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

System generated

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

Configuration

*Possible values

Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

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