| Status | Update in progress |
|---|---|
| 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. N/A
- Scope relevancy criteria
- Legacy systems
- Extraction methods
- MDS links
- Target structure
- Rules
- Cleansing rules
- Profiling
- what is required for Cleansing Reports
- (Frequency of running reports)
- Transformation
- Configuration link
- Value Mapping Mappings (Register) TBC (PDM-508 & PDM-507)
- Load template link (N/A) If available
- Pre load validation
- Post load validation
- Exceptions (TBC)
- Loading sequence or dependency
- Cleansing reports with technical information
- deduplication : profiling
LINK TO MDS (Master Data Standard)
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 data from legacy system includes:
- Quota arrangements header and Items records from systems PF2 and WP2
The data from legacy system excludes:
- No data from legacy will be excluded at extraction.
- Eventually the relevancy and data cleansing rules will govern which Quota Arrangements will not be taken to S4H.
Relevancy Rules
- All materials contained against a Quota Arrangement must be valid and in scope.
- All Vendors registered against a Quota Arrangement must be in scope, active and not blocked on any level.
- Quota Arrangements that are extended by default though, the material, to the following:
- Plants in scope
- Purchasing Orgs in scope
- Material Types in scope.
- Validity dates - Quota arrangements within a valid validity period will be migrated
- Quota - Quota's cannot be zero. Usually, when the Quota arrangement is zero it means that record is not used anymore.
SOURCE SYSTEMS
| System | System Type |
|---|---|
| PF2 | ECC |
| WP2 | ECC |
PROFILING
Total Records
| System | Description | Record Count |
|---|---|---|
| PF2 | Header (EQUK) | 8 |
| Item (EQUP) | 10 | |
| WP2 | Header (EQUK) | 210 |
| Item (EQUP) | 377 |
Excluded Records
| System | Description | Record Count |
|---|---|---|
| PF2 | Header (EQUK) | 2 |
| Item (EQUP) | 6 | |
| WP2 | Header (EQUK) | 190 |
| Item (EQUP) | 339 |
Records to Migrate
| Source | Scope | Source Approx No. of Records | Target System | Target Approx No. of Records |
|---|---|---|---|---|
| PF2 | Active records | 8 (HDR) | S4/Hana | 6(HDR) 4(Item) |
| WP2 | Active records | Total 210 Validity period active: 20 | S4/Hana | 20(HDR) 38(Item) |
Other Profiling
| System | Description | Record Count | |
|---|---|---|---|
| PF2 | Validity date expired | 2 | |
| WP2 | Validity date expired | 186 | |
| PF2 | Vendor flagged for deletion/blocked | 1 | |
| WP2 | Vendor flagged for deletion | 175 | |
| PF2 | Materials flagged for deletion | 7 | |
| WP2 | Materials flagged for deletion | 70 | |
| PF2 | Vendor blank in Item record | 3 | |
| WP2 | Vendor blank in Item record | 44 | |
| PF2 | Zero Quota | 0 | |
| WP2 | Zero Quota | 46 | |
| PF2 | Quota = 1 | 0 | |
| WP2 | Quota = 1 | 4 |
Deduplication/Rationalization
System WP2: There is an opportunity for the rationalization of records because many Material/Plant combinations found in the system have concurrent date ranges. For example below:
| Material | Plant | Valid to | Valid from | Quota arrangement | Created On | Created By | Min. Qty for Splitting Quota | ||
| 103428 | 214 | 4/20/2015 | 04/01/2015 | 961 | 03/12/2015 | LHOLYOAK | 0 | ||
| 103428 | 214 | 3/31/2015 | 03/01/2015 | 951 | 2/13/2015 | LHOLYOAK | 0 | ||
| 103428 | 214 | 2/28/2015 | 02/09/2015 | 941 | 1/28/2015 | LHOLYOAK | 0 | ||
| 103428 | 214 | 12/31/2012 | 11/01/2012 | 891 | 11/15/2012 | LHOLYOAK | 0 | ||
| 103428 | 214 | 9/30/2012 | 07/01/2012 | 871 | 07/12/2012 | LHOLYOAK | 0 | ||
| 103428 | 214 | 6/30/2012 | 4/16/2012 | 831 | 4/16/2012 | LHOLYOAK | 0 | ||
| 103428 | 214 | 9/30/2011 | 01/01/2011 | 761 | 6/29/2011 | LHOLYOAK | 0 |
The above records can also be deduplicated/consolidated into
| Material | Plant | Valid to | Valid from | Quota arrangement | Created On | Created By | Min. Qty for Splitting Quota |
| 103428 | 214 | 4/20/2015 | 02/09/2015 | xxx | 03/12/2015 | LHOLYOAK | 0 |
| 103428 | 214 | 12/31/2012 | 11/01/2012 | xxx | 11/15/2012 | LHOLYOAK | 0 |
| 103428 | 214 | 9/30/2011 | 01/01/2011 | xxx | 6/29/2011 | LHOLYOAK | 0 |
There is an opportunity for consolidation/deduplication as:
a. Some start and end dates are congruent
b. Some date ranges are contained within other records
A report will be developed by Syniti to identify these for the business, and cleansing purposes.
RESPONSE FROM JULIE WILLIAMS on above point
Overlapping dates are validity dates are valid - there may be different quantities in these different date ranges.
For congruent validity dates, I recommend these are flagged to the business at extraction to fix before conversion, to ensure they want to combine the quantities.
Count of Deduplication/Rationalization WIP
PF2: 0
WP2: 91
Report Frequency
TBC
Quota Arrangement Views to be migrated (if any)
N/A
Predecessor Objects
Material Master - Basic View (2019) → Materials - Additional data (2021) → Materials Purchasing View (2020) ----→ Indirectly to Quota Arrangements
Business Partners - General (3007) → Business Partners (Vendor)- Intercompany (3027) → Quota Arrangements (1098)
Note:
1. Based on business decisions, if a PIR does not exist, then a Purchase contract will be used as a pre-requisite for a Quota arrangement.
2. Quota arrangements have a dependency on the the Material/Plant combination. Therefore, the material/plant combination must be a valid, in the MARC table.
3. Material lot-sizing procedure should have the "Splitting quota arrangement" indicator set if you want to distribute the planned purchase requisition quantity across multiple sources of supply according to the defined quota arrangement during an MRP run.
This is configured in the Materials Management Customizing under Consumption-Based Planning → Planning → Lot-Size Calculation → Define Lot-Sizing Procedure.
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
N/A
Target Design
Quota Arrangement will be loaded into SAP S/4HANA using standard structures:
The technical design of the target for this conversion approach.
| HEADER FIELDS | ||||||
|---|---|---|---|---|---|---|
| Table | Field | Data Element | Field Description | Data Type | Length | Requirement |
| EQUK | MANDT | MANDT | Client | CLNT | 3 | Required Key Field - Automatically updated |
| EQUK | MATNR | MATNR | Material Number | CHAR | 18‑40* | Required Key Field - Automatically updated |
| EQUK | WERKS | WERKS_D | Plant | CHAR | 4 | Required Key Field - Automatically updated |
| EQUK | BDATU | QUOBI | Quota arrangement period valid until | DATS | 8 | Required Key Field - Automatically updated |
| EQUK | VDATU | QUOAB | Quota arrangement period valid from | DATS | 8 | Required |
| EQUK | QUNUM | QUNUM | Number of quota arrangement | CHAR | 10 | Automatic |
| EQUK | ERDAT | ERDAT | Date on which record was created | DATS | 8 | Automatic |
| EQUK | ERNAM | ERNAM | Name of person who created the object | CHAR | 12 | Automatic |
| EQUK | SCMNG | SCMNG | Minimum quantity for splitting quota | QUAN | 15.3 | 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.
|
| EQUK | CHANGEDON | TIMESTAMPL | UTC timestamp when record was changed | DEC | 21 | Automatic |
| ITEM FIELDS | ||||||
| Table | Field | Data Element | Field Description | Data Type | Length | Requirement |
| EQUP | MANDT | MANDT | Client | CLNT | 3 | Required Key Field - Automatically updated |
| EQUP | QUNUM | QUNUM | Number of quota arrangement | CHAR | 10 | Required Key Field - Automatically updated |
| EQUP | QUPOS | QUPOS | Quota arrangement item number | NUMC | 3 | Required Key Field - Automatically updated |
| EQUP | BESKZ | QBESK | Procurement type | CHAR | 1 | Required. 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. Dropdown (Values: E - External, F - Internal) |
| EQUP | SOBES | SOBES | Special procurement type | CHAR | 1 | Conditional. If any special procurement such as consignment or subcontracting exist for a supplier, then choose relevant type in this field. Dropdown (0-Std external procurement, 2-Consignment, 3-Subcontracting ,7-Stock trf, E-Standard In-House, P-Production in plant 2,9 - IS-OIL Stock tfr) |
| EQUP | LIFNR | ELIFN | Vendor account number | CHAR | 10 | Required |
| EQUP | BEWRK | BEWRK | Plant from which material is procured | CHAR | 4 | Not Required. Syensqo will not need quota arrangement for materials provided within internal production plants |
| EQUP | QUOTE | QUOTE | Quota | DEC | 3 | Required in case of multiple suppliers exist for particular material. Quota will be used to identify portion of quantity to be procured from particular supplier. |
| EQUP | QUBMG | QUBAS | Base quantity of quota arrangement item | QUAN | 15.3 | 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). |
| EQUP | QUMNG | QUMNG | Allocated quantity of quota arrangement item | QUAN | 15.3 | Conditional |
| EQUP | MAXMG | QUMAX | Maximum quantity of quota arrangement item | QUAN | 15.3 | Conditional |
| EQUP | VERID | VERID | Production version | CHAR | 4 | Conditional |
| EQUP | MAXLS | MAXLS | Maximum lot size per quota item | QUAN | 13.3 | Conditional |
| EQUP | MINLS | MINLS | Minimum lot size per quota item | QUAN | 13.3 | Conditional |
| EQUP | RDPRF | RDPRF | Rounding profile | CHAR | 4 | Conditional |
| EQUP | KZEIN | KZEIM | Once‑only indicator | CHAR | 1 | Conditional |
| EQUP | ABRMG | ABRMG | Maximum release quantity per period | QUAN | 13.3 | Conditional |
| EQUP | ABPER | ABPER | Period related to release quantity | CHAR | 1 | Conditional Dropdown (M-Month, W-Week, K- PP planning calendar) |
| EQUP | ABANZ | ABANZ | Number of periods for release quantity | NUMC | 2 | Conditional |
| EQUP | PREIH | PREIH | Priority for determination sequence | NUMC | 2 | Conditional |
| EQUP | EMATN | EMATN | Manufacturer part number's material number | CHAR | 18 | Conditional |
| EQUP | PLIFZ | PLIFZ | Planned delivery time in days | DEC | 3 | Conditional |
Data Cleansing
| ID | Criticality | Error Message/Report Description | Cleansing Report Rule | Output | Source System | Cleansing Report Required? | Responses from Functional on errors/additional cleansing |
|---|---|---|---|---|---|---|---|
| 001 | Medium | Material (MATNR) not in the approved Material Master scope | Material (MATNR) not in the approved Material Master scope | Exclude the line item | PF2/WP2 | ||
| 002 | Medium | Material flagged for deletion | MARA–LVORM = X or MM03 deletion flag | Exclude the line item | PF2/WP2 | ||
| 003 | Medium | Vendor flagged for deletion or blocked for purchase or has a central posting block. | LFA1.LVORM = X and other - please see Vendor relevancy report.
| Exclude or replace with valid alternatives. Business to receive these in a report | PF2/WP2 | NO | |
| 004 | Medium | Where a Quota is Zero, it usually means that the QA has been closed. | Quota quantity = 0 | Investigate, exclude or replace with valid quota. | PF2/WP2 | YES | RESPONSE FROM JULIE WILLIAMS (PDM-398) If they are complete then we don’t take them. The actual data will change between now and go live. Work based on data that is in date and valid. |
| 005 | Medium | Validity periods must be investigated and possibly extended. Format not aligned (31/12/9999 or 31/12/2999 or 31/12/2099) | QA valid to date (EQUK.BDATU) = 31/12/9999 | Investigate and cleanse | PF2/WP2 | YES | RESPONSE FROM JULIE WILLIAMS (PDM-398) All 3 are valid - we can’t force the users to use a set end date. We should take the date as it is in the system. IF for some reason we are combining two, take the latest date. |
| 006 | Medium | 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. | EQUK.VDATU < EQUK.ERDAT | Investigate and cleanse | PF2/WP2 | YES | RESPONSE FROM JULIE WILLIAMS (PDM-398) Yes this is valid - you can set an earlier date when you create. We should take the dates as they are. |
| 007 | Medium | This is a required field, but the ECC data has some instances where the Supplier is blank. (e.g. Proc Type = E) | EQUP.LIFNR != BLANK | Investigate and cleanse | PF2/WP2 | YES | |
| 008 | Medium | Material lot-sizing procedure should have the "Splitting quota arrangement" indicator set | MARC.AUFTL != BLANK for EQUK.WERKS/MATNR combination in Quota Arrangement | Investigate and cleanse | PF2/WP2 | YES | |
| 009 | Medium | There are instances where no procurement plant is specified for an internal Procurement type (E) and Special procurement type (E) | EQUP.BESKZ & EQUP.SOBES = "E" and EQUP.BEWRK IS NULL | Investigate and cleanse if required. | PF2/WP2 | YES | |
| 010 | Medium | There is an opportunity for consolidation/deduplication as: a. Some start and end dates are congruent b. Some date ranges are contained within other records | WHERE EQUK.PLANT/EQUK.MATERIAL IS THE SAME date diff between EQUK.VDATU, EQUK.BDATU for DIFFERENT QUOTA NUMBERS = 0. OR WHERE EQUK.PLANT/EQUK.MATERIAL IS THE SAME EQUK.VDATU, EQUK.BDATU for DIFFERENT QUOTA NUMBERS falls within an existing range. | Investigate and cleanse if required. | PF2/WP2 | YES | RESPONSE FROM JULIE WILLIAMS (PDM-398) Overlapping dates are validity dates are valid - there may be different quantities in these different date ranges. |
| 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 Method | Definition | |
| 1 | Ongoing Manual | Manual checks only by MDO. | |
| 2 | Upfront Automated | SAP validates upon entry. | |
| 3 | Ongoing Automated | Automated method to check data against standards and report KPIs | |
| 4 | Hybrid | Combination of Automated activities and manual intervention in DSP | |
| 5 | Upfront manual/Default on the form | Manual check upon data entry | |
| Field Governance Rules | |||||
| These governance rules apply to the individual fields within the data record. | |||||
| Rule # | Field Label | Rule Description | Validation Method | Conditional Logic | Cleansing Rule (Also see Data Cleansing section above) |
| 1 | Quota arrangement number | The Quota arrangement record number is 15 characters and is automatically generated in S4 | Upfront Automated | ||
| 2 | Material | The material no is required to be specified by the user and is validated against relevant Material masters available in S/4 HANA. | Upfront Automated | ||
| 3 | Plant | The plant id is required to be specified by the user and is validated against relevant plants available in S/4 HANA. | Upfront Automated | ||
| 4 | Valid to | The 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) | |
| 5 | Valid from | The 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. | |
| 6 | Min. Qty for Splitting Quota | 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. | Upfront manual/Default on the form | No fixed rule. User should populate depending on the quantity to be procured from supplier. | |
| 7 | Quota arrangement item | Uniquely identifies the quota arrangement item within a quota arrangement period. | Upfront manual/Default on the form | ||
| 8 | Procurement Type | At 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 | ||
| 9 | Special procurement | At 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 Automated | Optional 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 | |
| 10 | Supplier | The 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) | |
| 11 | Procurement Plant | Syensqo 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 | 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. | There are instances where no procurement plant is specified for an internal Procurement type (E) and Special procurement type (E) |
| 12 | Quota | At 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 | No fixed rule. User should populate depending on the quantity to be procured from supplier. | |
| 13 | Quota Base Quantity | At 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 | No fixed rule. User should populate depending on the quantity to be procured from supplier. | |
| 14 | Allocated Quantity | No 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 | ||
| 15 | Maximum 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 | ||
| 16 | Production Version | Syensqo 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 | When procurement type is Internal, and the material is sourced from a Syensqo plant. If applicable??? then a production version is used | |
| 17 | Maximum Lot Size | Maximum 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 | No fixed rule. User should populate depending on the quantity to be procured from supplier. | |
| 18 | Minimum Lot Size | Minimum 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 | No fixed rule. User should populate depending on the quantity to be procured from supplier. | |
| 19 | Rounding Profile | At 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 | If available in Material master, will be defaulted to this value, otherwise, manual input by user if required. | |
| 20 | Indicator: "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 | Only maintained when the maximum lot size is maintained, if needed. | |
| 21 | Max. Release Qty | The 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 | if supplier has provided limit on quantity capacity, then maintain the values. | |
| 22 | Period for Release Quantity | Period 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 | maintain this infor if supplier provides the maximum release quantity for a certain period of time | |
| 23 | Number of Periods | In 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 | when maximum release quantity and period for release quantity are maintained, then maintain number of periods. | |
| 24 | Priority | This 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 | maintain priorities based on preference of supplier to be allocated as a source using quota arrangement. | |
| 25 | MPN: Material | MPN 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 | MPN material will only be used if quota to be managed at individual MPN material level. There is no need identified at Syensqo (RAVI) | |
| 26 | Planned delivery time in days | Planned 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 | maintain planned delivery time at Quota arrangement in case there is a need to override the delivery time maintained in vendor master. | |
Conversion Process
The high-level process is represented by the diagram below:
Data Privacy and Sensitivity
N/AExtraction
The applicable tables are extracted from the two source systems, as listed below, without any filtering or relevancy criteria. The Tables are staged in the SQL staging environment where reports can be run and ready for relevancy/filtering/cleansing actions.
The extraction tool will be Syniti ADMM and SKP.
Extraction Run Sheet (ACTUAL LOGIC) (DONE)
| Req # | Requirement Description | Team Responsible |
|---|---|---|
| 001 | Execute extraction of EQUK table from PF2 to staging environment - with no filtering | Syniti Team |
| 002 | Execute extraction of EQUK table from WP2 to staging environment - with no filtering | Syniti Team |
| 003 | Execute extraction of EQUP table from PF2 to staging environment - with no filtering | Syniti Team |
| 004 | Execute extraction of EQUP table from WP2 to staging environment - with no filtering | Syniti Team |
| 005 | Merge data from 2 systems into a Quota arrangement merged table. | Syniti Team |
Selection Screen
| Selection Ref Screen | Parameter Name | Selection Type | Requirement | Value to be entered/set |
|---|---|---|---|---|
| N/A | ||||
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 Name | Field Description | Rule |
|---|---|---|
| N/A | ||
Extraction Dependencies
Extraction dependencies.
| Item # | Step Description | Team Responsible |
|---|---|---|
| 001 | Source system PF2 - available | S2P/Syniti |
| 002 | Source system WP2 - available | S2P/Syniti |
| 003 | SQL staging area available | S2P/Syniti |
| 004 |
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:
- Perform value mapping and data transformation rules.
- Legacy values are mapped to the to-be values (this could include a default value)
- Values are transformed according to the rules defined in Syniti ADMM.
- 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
Value Mappings Register Link (Jira#: PDM-508)
Configuration Mapping Register Link (Jira#: PDM-507)
Link to P2F config drive
Transformation Dependencies
List the steps that need to occur before transformation can commence
| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Data has been extracted from sources systems | S2P/Syniti |
| 2 | Data merged | S2P/Syniti |
| 3 | Configuration should be completed - (Config documents should be complete) | S2P/Syniti |
| 4 | XREF tables are ready | S2P/Syniti |
Transformation Run Sheet
| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Verify that cross reference tables are available | Syniti/S2P |
| 2 | Verify that value mappings tables are available | Syniti |
| 3 | Verify that data is extracted and merged. | Syniti/S2P |
| 4 | Transformation jobs are ready for execution. | Syniti |
Transformation Rules - Source to Target Mapping
| HEADER | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| Rule # | Source system | Source Table | Source Field | Source Description | Target System | Target Table | Target Field | Target Description | Transformation Logic | Mapping Rule |
| PF2/WP2 | EQUK | MANDT | Client | S4H | EQUK | MANDT | Client | None - Automated | ||
| PF2/WP2 | EQUK | MATNR | Material Number | S4H | EQUK | MATNR | Material Number | XREF - Old to New Material No | Copy/XREF | |
| PF2/WP2 | EQUK | WERKS | Plant | S4H | EQUK | WERKS | Plant | XREF - Old to New Plant | Copy/XREF | |
| PF2/WP2 | EQUK | BDATU | Valid end date | S4H | EQUK | BDATU | Valid end date | Copy | ||
| PF2/WP2 | EQUK | VDATU | Valid from date | S4H | EQUK | VDATU | Valid from date | Copy | ||
| PF2/WP2 | EQUK | QUNUM | Number of quota arrangement | S4H | EQUK | QUNUM | Number of quota arrangement | Automated | ||
| PF2/WP2 | EQUK | ERDAT | Date on which record was created | S4H | EQUK | ERDAT | Date on which record was created | Copy | ||
| PF2/WP2 | EQUK | ERNAM | Name of person who created the object | S4H | EQUK | ERNAM | Name of person who created the object | None - Automated | ||
| PF2/WP2 | EQUK | SCMNG | Minimum quantity for splitting quota | S4H | EQUK | SCMNG | Minimum quantity for splitting quota | Copy | ||
| PF2/WP2 | EQUK | CHANGEDON | UTC timestamp when record was changed | S4H | EQUK | CHANGEDON | UTC timestamp when record was changed | None - Automated | ||
| ITEM | ||||||||||
| Rule # | Source system | Source Table | Source Field | Source Description | Target System | Target Table | Target Field | Target Description | Transformation Logic | Mapping Rule |
| PF2/WP2 | EQUP | MANDT | Client | S4H | EQUP | MANDT | Client | None - Automated | ||
| PF2/WP2 | EQUP | QUNUM | Number of quota arrangement | S4H | EQUP | QUNUM | Number of quota arrangement | None - Automated | ||
| PF2/WP2 | EQUP | QUPOS | Quota arrangement item number | S4H | EQUP | QUPOS | Quota arrangement item number | None - Automated | ||
| PF2/WP2 | EQUP | BESKZ | Procurement type | S4H | EQUP | BESKZ | Procurement type | |||
| PF2/WP2 | EQUP | SOBES | Special procurement type | S4H | EQUP | SOBES | Special procurement type | |||
| PF2/WP2 | EQUP | LIFNR | Vendor account number | S4H | EQUP | LIFNR | Vendor account number | XREF old to new Supplier | Copy/XREF | |
| PF2/WP2 | EQUP | BEWRK | Plant from which material is procured | S4H | EQUP | BEWRK | Plant from which material is procured | XREF old to new Plant | Copy/XREF | |
| PF2/WP2 | EQUP | QUOTE | Quota | S4H | EQUP | QUOTE | Quota | Copy | ||
| PF2/WP2 | EQUP | QUBMG | Base quantity of quota arrangement item | S4H | EQUP | QUBMG | Base quantity of quota arrangement item | Copy | ||
| PF2/WP2 | EQUP | QUMNG | Allocated quantity of quota arrangement item | S4H | EQUP | QUMNG | Allocated quantity of quota arrangement item | Copy | ||
| PF2/WP2 | EQUP | MAXMG | Maximum quantity of quota arrangement item | S4H | EQUP | MAXMG | Maximum quantity of quota arrangement item | Copy | ||
| PF2/WP2 | EQUP | VERID | Production version | S4H | EQUP | VERID | Production version | Copy/XREF | ||
| PF2/WP2 | EQUP | MAXLS | Maximum lot size per quota item | S4H | EQUP | MAXLS | Maximum lot size per quota item | Copy | ||
| PF2/WP2 | EQUP | MINLS | Minimum lot size per quota item | S4H | EQUP | MINLS | Minimum lot size per quota item | Copy | ||
| PF2/WP2 | EQUP | RDPRF | Rounding profile | S4H | EQUP | RDPRF | Rounding profile | |||
| PF2/WP2 | EQUP | KZEIN | Once‑only indicator | S4H | EQUP | KZEIN | Once‑only indicator | Copy | ||
| PF2/WP2 | EQUP | ABRMG | Maximum release quantity per period | S4H | EQUP | ABRMG | Maximum release quantity per period | Copy | ||
| PF2/WP2 | EQUP | ABPER | Period related to release quantity | S4H | EQUP | ABPER | Period related to release quantity | Copy | ||
| PF2/WP2 | EQUP | ABANZ | Number of periods for release quantity | S4H | EQUP | ABANZ | Number of periods for release quantity | Copy | ||
| PF2/WP2 | EQUP | PREIH | Priority for determination sequence | S4H | EQUP | PREIH | Priority for determination sequence | Copy | ||
| PF2/WP2 | EQUP | EMATN | Manufacturer part number's material number | S4H | EQUP | EMATN | Manufacturer part number's material number | Copy | ||
| PF2/WP2 | EQUP | PLIFZ | Planned delivery time in days | S4H | EQUP | PLIFZ | Planned delivery time in days | Copy | ||
Transformation Mapping
| Mapping Table Name | Mapping Table Description |
|---|---|
| Material | XREF |
| Plant | XREF |
| Supplier | XREF |
| Production version | XREF |
| Procurement Plant | XREF |
| Rounding profile | XREF |
| Special Procurement Type | Dropdown/XREF |
Transformation Dependencies
| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | PV - Production version settings and data is migrated into the target system (if PV's are being used) | S2P/Syniti |
| 2 | Product - Check that settings and data is migrated into the target system | S2P/Syniti |
| 3 | Supplier - Check that settings and data is migrated into the target system | S2P/Syniti |
Pre-Load Validation
Project Team
Completeness
| Task | Action |
|---|---|
Verify count | The number of records presented after relevancy checks and validation needs to be correct compared to the staged data in dspMigrate |
Completeness check | All fields required as per mapping template rules must be completed. Validity reports checking each field in Syniti must be built. |
Accuracy
| Task | Action |
|---|---|
Conversion accuracy | Data team to verify that the data staged in the preload tables are correct in terms of the mapping rules. This will be done via Syniti DSP reports. |
| Valid to dates | Check valid to dates are migrated correctly |
| Valid from dates | Check valid from dates are migrated correctly |
| Valid to and from dates | Verify date formats YYYYMMDD |
Business
Completeness
| Task | Action |
|---|---|
Count and Completeness check | All fields required as per mapping template rules must be completed. Validity reports checking each field in ADMM must be built to help check. |
Accuracy
| Task | Action |
|---|---|
Conversion accuracy | Business team to verify that the data staged in the preload tables are correct in terms of the mapping rules. This will be done via Syniti ADMM reports/SAP reports |
| Valid to dates | Check valid to dates are migrated correctly |
| Valid from dates | Check valid from dates are migrated correctly |
| Valid to and from dates | Verify date formats YYYYMMDD |
Load
The load process includes:
- First option is to use the Standard methodology, using the Migration Cockpit (MM-Quota arrangements object;
- Option 2 - The data will be loaded using SAP LSMW leveraging a BDC or Function Module (Syniti will identify the applicable method). if no standard Migration Cockpit object is usable.
It may be necessary for a load program to be developed for Quota Arrangements, as there is a load template in the Migration Cockpit, but its not functioning properly at the moment.
Then the proposed method of loading by S2P is by using an LSMW, calling a Function Module (to be identified by Syniti.)
3. Option 3: BDS recording with multi-line functionality (if possible).
4. 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.
Load Run Sheet
| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Verify data extracted | Data Specialist/Functional - S2P |
| 2 | Verify data merged | Data Specialist/Functional - S2P |
| 3 | Verify XREF's are ready | Data Specialist/Functional - S2P |
| 4 | Verify reference data is in the system | Data Specialist/Functional - S2P |
| 5 | Verify Config is in the system | Data Specialist/Functional - S2P |
| 6 | Verify other necessary data has been loaded int he system (Plant, Material, Vendor, Company Code...) | Data Specialist/Functional - S2P |
| 7 | Release - Load signoff and go-ahead by Functional/Data Owner | Functional/Data Owner - S2P |
| 8 | Approval to stage/Pre-stage steps | Functional/Data Owner - S2P |
| 9 | Cross references/Value mappings imported into environment | Developer - Syniti or Data Specialist - S2P |
| 10 | Extraction from source | Developer - Syniti or Data Specialist - S2P |
| 11 | Extraction from S4 where needed | Developer - Syniti or Data Specialist - S2P |
| 12 | Stage data for transformations | Developer - Syniti or Data Specialist - S2P |
| 13 | Run transforms | Developer - Syniti or Data Specialist - S2P |
| 14 | Execute pre-load report | Syniti |
| 15 | Validate preload report - release | Syniti |
| 16 | Prepare and simulate | Syniti |
| 17 | Pre-load verification and approval to load | Functional/Data Owner - S2P |
| 18 | Load to S4 | Syniti |
| 19 | Complete Jira steps, Volumes and Timings | All - where applicable |
| 20 | Execute post-load report | Developer - Syniti or Data Specialist - S2P |
| 21 | Post-load report verification/validation | Data Specialist/Functional/Data Owner - S2P |
| 22 | Object load completion approval | Data Owner - S2P |
Load Phase and Dependencies
Configuration
| Item # | Configuration Item | Team Responsible |
|---|---|---|
| 1 | Number ranges configured (EQUK.QUNUM, EQUP.QUNUM) | Functional/Data |
| 2 | Procurement Type (EQUP.BESKZ) | Functional/Data |
| 3 | Special Procurement Type (EQUP.SOBES) | Functional/Data |
| 4 | Period to which the release quantity relates (EQUP.ABPER) | Functional/Data |
| 5 | Check value mappings are available | Data |
| 6 | MM - Purchase info record settings and data is migrated into the target system (MARA) | Data |
| 7 | PV - Production version settings and data is migrated into the target system (if PV's are being used) (MKAL) | Data |
| 8 | Supplier - Check that data is migrated into the target system (LFA1) | Data |
| 9 | Rounding Profile is loaded (RDPR) | Functional/Data |
| 10 | Plants - Check that this is loaded in target system (EQUK.WERKS) - T001W | Data |
Conversion Objects
| Object # | Preceding Object Conversion Approach |
|---|---|
| 1 | Purchase Info Record/Pricing Conditions (1094) |
| 2 | Material Master - Basic View (2019) |
| 3 | Materials - Additional data (2021) |
| 4 | Materials Purchasing View (2020) |
| 5 | Business Partners - General (3007) |
| 6 | Business Partners (Vendor)- Intercompany (3027) |
| 7 | Purchase Contracts (9040)?? |
Error Handling
| Error Type | Error Description | Action Taken |
|---|---|---|
| Data | Vendor blocked for the material in the Source List - no source determined | Either exclude the Quota record, or unblock the Vendor |
| Config | Quota number ranges not correct | Internal numbering must be set. |
| Data | Incorrect quota arrangement values | Fix incorrect data or missing entries |
| Data | Missing quota base quantities | Fix incorrect data or missing entries |
| Data | Incorrect allocated quantities | Fix incorrect data or missing entries |
| Data | Missing material master purchasing view settings. | Fix incorrect data or missing entries |
| Load | Cannot use LSMW with a simple BDC recording for a multi-line item scenario | Ensure the LSMW is built correctly, using a BAPI |
| Data | Invalid dates | Fix incorrect data or missing entries |
| Data | Invalid data formats | Fix incorrect data or missing entries |
| Pre-req | Missing Value mappings | Add missing value mappings and retry |
| Data | Duplicates | Fix incorrect data or missing entries |
| Data | Transformation misses | Build transformation and retry. |
| Load | Authorization errors | Apply for the applicable authorization permission and retry |
| Load | Technical load failures - If using MC - Simulation errors, etc | Investigate error and rectify. Retry simulation and/or load |
Exceptions
What exceptions and actions for them will occur.
| Error Type | Error Description | Action Taken |
|---|---|---|
| TBC | ||
Post-Load Validation
Project Team
POST-LOAD STEP
| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Execute post-load report | Developer - Syniti or Data Specialist - S2P |
| 2 | Post-load report verification/validation | Data Specialist/Functional/Data Owner - S2P |
| 3 | Object load completion approval | Data Owner - S2P |
Completeness
| Task | Action |
|---|---|
Verify count | The number of records presented in the preload needs to be compared to the postload. – Syniti report |
| Field by field check | Compare source data to target data. |
Accuracy
| Task | Action |
|---|---|
Conversion accuracy | Data team to verify that the data staged in the preload tables are correct in terms of the mapping rules. This will be done via Syniti reports/SAP reports |
| Valid to dates | Check valid to dates are migrated correctly |
| Valid from dates | Check valid from dates are migrated correctly |
| Valid to and from dates | Verify date formats YYYYMMDD |
| Quota quantity | Verify the quota quantities are correctly migrated |
Business
Completeness
| Task | Action |
|---|---|
Verify count | The number of records presented in the preload needs to be compared to the postload. – Syniti report |
| Missing data | Check missing data which was supposed to be loaded |
| Reconciliation | Participate in Post-load walkthroughs |
Accuracy
| Task | Action |
|---|---|
Conversion accuracy | Business team to verify that the data staged in the preload tables are correct in terms of the mapping rules. This will be done via Syniti reports/SAP reports |
| Load failures | Value presented for load must be in the system |
| Valid to dates | Check valid to dates are migrated correctly |
| Valid from dates | Check valid from dates are migrated correctly |
| Valid to and from dates | Verify date formats YYYYMMDD |
| Quota quantity | Verify the quota quantities are correctly migrated |
Key Assumptions
- Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
Additional Info
Data Governance Rules (from MDS)
| These governance rules apply to the object overall. They relate to the creation, blocking or deletion, or duplicate checks that must be applied. | |||
| Rule # | Activity | Rule description | Validation Method |
| 1 | Create | 1) 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. | |
| 2 | Create | Quota arrangements are always created against material and plant combination | |
| 4 | Change | Quota 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. | |
| 5 | Deletion | If 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 | |
See also
Change log
Workflow history
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|---|---|---|---|---|
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