| Status | In Progress | |
|---|---|---|
| Owner | ||
| Stakeholders | ||
Purpose
The purpose of this document is to define the conversion approach for migrating static Ariba catalogs to be uploaded into to be Ariba and made available in Guided Buying.
In the current (as-is) state, the catalogs reside in Ariba and are available for use within the SRM and E-Buy applications.
Conversion Scope
The scope of this document covers the approach for converting active Ariba Catalogs
from Legacy Source Systems Ariba into S/4HANA/Ariba Guided Buying/Ariba following the DD-FUN- 050 Master Data Standard_1197-Ariba Catalogs.
The data from legacy system includes:
- Sap Ariba
The data from legacy system excludes:
- Sap SRM
- SAP ECC
- Ebuy Portal
| Source | Scope | Source Approx No. of Records | Target System | Target Approx No. of Records |
|---|---|---|---|---|
| Sap Ariba Catalog Manager |
| Record volume is dependent on contract line items, with 1 to 31187 records per catalog. | Sap Ariba Catalog Manager | The number of records will remain similar to the legacy source, varying based on contract line items, with 1 to 31187 records per catalog. |
Relevancy Rules:-
In Ariba we have Static Catalogs (external/Internal) and Punchout catalogs.
1) BAU team will identify active catalogs.
2) BAU team will work with Vendors to agree and convert Internal Static Catalogs to External Catalogs (managed by Vendors)
3) Catalogs which are converted to external catalogs those catalogs will be out of scope for migration
4) for remaining Static catalogs Data team will prepare data based on MDS and migrate catalogs to Ariba
5) To Migrate Catalogs data team to do given checks:
- Material and Vendors should be inscope based on relevancy rules (for 2019/3007 data objects)
- Migrate catalogs that are current and share list of expired or obsolete catalogs with Business
- validtae CIF file format and work with BAU to correct the data
- If required attachments (Pictures) are not avaialble then work with BAU to collect this missing pictues to be attached
Additional Information
Multi-language Requirement
In the catalog template, there is a designated field called “Language”. The value of this field determines the language in which the catalog content is displayed to the user. Based on the selected language, all catalog elements — such as product names, descriptions, labels, and other textual information — will be rendered in the corresponding language.
Document Management
Documents related to catalogs are managed by Versions
Legal Requirement
As on Contract / Agreements with Supplier
Special Requirements
Nil
Target Design
The technical design of the target for this Master data conversion
Catalog CIF File
| Rule # | Field Label | Rule Description | Validation Method | Data Type | Length | Syensqo Requirement R = Required : Mandatory field. O = Optional: Not mandatory. If a value is entered it doesn't impact Business Process. C = Conditional: Not mandatory. If a value is entered it impacts Business Process or Reporting. S = System: System |
| Sample | Account ID | The 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 | R | ||
| 1 | Supplier ID | The supplier ID must be maintained in Ariba. | Upfront Automated | String | 255 | R |
| 2 | Supplier Part ID | The Supplier Part ID must be provided by the Supplier. The combination of Supplier ID, Supplier Part ID and Supplier Part Auxiliary ID must be unique. | Upfront Automated | String | 255 | R |
| 3 | Manufacturer Part ID | The Manufacturer Part ID must be provided by the Supplier based on Manufacturer's specification. To be provided if already available in legacy system | Upfront Automated | String | 255 | C |
| 4 | Item Description | Support up to 2000 bytes (upto 1000 characters). Case Sensitive. | Upfront Automated | String | 1000 | R |
| 5 | SPSC Code | THE SPSC code must be provided by the supplier. Also, a mapping between the SPSC code and Synesqo material group must be maintained. This field is mandatory if the same information is not provided in the Classification code column. The classification code (material group) must be loaded and active in Ariba | Upfront Automated | String | 40 | C |
| 6 | Unit Price | This field is mandatory if the Pricing Configuration field is not available. No value required for Punchout or Partial catalogs | Upfront manual/Default on the form | Decimal | C | |
| 7 | Unit of Measure | ISO Unit of measure | Upfront Automated | String | 32 | R |
| 8 | Lead Time | The lead time is used to display a warning to the end user if the need by date specified by the end user is less than the current date plus the lead time. To be provided if already available in legacy system | Upfront Automated | Integer | C | |
| 9 | Manufacturer Name | To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C |
| 10 | Supplier URL | This field is mandatory for Punchout Catalogs. The Punchout Set Up Request URL must be set as Supplier URL for punchout catalogs | Upfront manual/Default on the form | String | 255 | C |
| 11 | Manufacturer URL | Provides additional information to the user by linking manufacturer's website on the catalog details page. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C |
| 12 | Market Price | Used to calculate discount. To be provided if already available in legacy system | Upfront manual/Default on the form | Decimal | c | |
| 13 | Short Name | Provides short description of the item. If left blank, it copied first part of the Item description. To be provided if already available in legacy system | Upfront Automated | String | 80 | C |
| 14 | Classification Codes | THE UNSPSC code must be provided by the supplier. Also, a mapping between the SPSC code and Synesqo material group must be maintained. This field is mandatory if the same information is not provided in the SPSC Code column. The classification code (material group) must be loaded and active in Ariba | Upfront Automated | String | 64 | R |
| 15 | Language | Java locale code for the language used in the Item Description. For the list of Java locale codes, see: http://java.sun.com/j2se/1.4.2/docs/guide/intl/locale.doc.html | Upfront Automated | String | 255 | C |
| 16 | Currency | ISO 4217 currency code must be set. It overrides the currcncy at the header field. | Upfront Automated | String | 32 | R |
| 17 | Expiration Date | This date must be in the future and in YYYY-MM-DD format. | Upfront Automated | Date | 0 | C |
| 18 | Effective Date | This date must be prior to the expiration date and in YYYY-MM-DD format. | Upfront Automated | Date | 0 | C |
| 19 | Parametric Data | This field needs to be set only if Parameteric values are enabled. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C |
| 20 | Parametric Name | This field needs to be set only if Parameteric values are enabled. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C |
| 21 | PunchOut Enabled | Can True or False | Upfront Automated | Boolean | 0 | C |
| 22 | PunchoutLevel | Can be store, aisle, shelf, or product. | Upfront Automated | String | C | |
| 23 | Territory Available | List of one or more ISO country or region codes. Recommended to use ISO 3166-1 and 3166-2 codes for this field. | Upfront Automated | String | 255 | C |
| 24 | Supplier Part Auxiliary ID | The combination of Supplier ID, Supplier Part ID and Supplier Part Auxiliary ID must be unique. Must be upto up to 255 characters (case-insensitive) | Upfront Automated | String | 255 | C |
| 25 | Image | Provides image of the item at the search and item details page. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C |
| 26 | Thumbnail | Provides image of the item at the search page. If left blank, the thumbnail is replaced with the image. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C |
| 27 | Delete | Can True or False | Upfront Automated | Boolean | C | |
| 28 | IsPartial | Can be Yes or No | Upfront Automated | Flag | C | |
| 29 | isInternalPartID | Can be Yes or No | Upfront Automated | Flag | C | |
| 30 | IsCollection | Can be Yes or No | Upfront Automated | Flag | C | |
| 31 | DefaultRelevance | Can be a value from 0-1000. 1000 is most relevant, and 0 is least relevant. | Upfront Automated | Integer | C | |
| 32 | InKitOnly | Can True or False | Upfront Automated | Boolean | C | |
| 33 | green | Can be Yes or No | Upfront Automated | Flag | C | |
| 34 | hazardousmaterials | Can be Yes or No | Upfront Automated | Flag | C | |
| 35 | Keywords | To be provided if already available in Legacy system | Upfront Automated | String | 255 | C |
| 36 | Price configuration | This field should be used only when advance pricing is applicable. | Upfront Automated | String | 255 | C |
| 37 | MinimumQuantity | This restricts the user from ordering below the minimum order quantity. It must be left blank if the MOQ is not applicable. To be provided if already available in Legacy system. | Upfront Automated | Integer | C | |
| 38 | QuantityInterval | It is needed only for items which are sold in multiples of a set. It is needed only when mandated by the supplier. To be provided if already available in Legacy system | Upfront Automated | Integer | C | |
| 39 | Content Unit | It describes the number of items avaialble in one unit of the item which is purchased. It is needed only when provided by the supplier. To be provided if already available in legacy system | Upfront Automated | String | 32 | C |
| 40 | Packing Quantity | It describes the number of items avaialble in one packaging unit of the item which is purchased. It is needed only when provided by the supplier. To be provided if already available in legacy system | Upfront Automated | Integer | C | |
| 41 | Item Spec | This provides additional information about Item specifications. It must be left blank if not applicable. If needed, it must be provided in form of a hash table of [“key-value”] pairs. The syntax is "{key1=value1;key2=value2;key3=value3;keyn=valuen}" | Upfront Automated | String | 6000 | C |
| 42 | RelatedItems | This links additional related items to a catalog item. It must be left blank if not applicable. If needed, it must be provided in form of a hash table of [“key-value”] pairs. The syntax is "{key1=value1;key2=value2;key3=value3;keyn=valuen}" | Upfront Automated | String | 255 | C |
| 43 | Attachments | It adds the specified attachment on the item details page. To be provided if already available in legacy system. Typically, it can be item specification sheet etc. | Upfront Automated | String | 255 | C |
| 44 | AuxilaryImages | Additional images, can be added to the item details using this field. To be provided if already available in legacy system | Upfront Automated | String | 255 | C |
| 45 | AuxiliaryThumbnails | Additional tumbnails can be added to the item details using this field. To be provided if already available in legacy system | Upfront Automated | String | 255 | C |
Catalog Subscription
| Index | Technical Table-Field | Field Label | Description | Syensqo Requirement R = Required : Mandatory field. O = Optional: Not mandatory. If a value is entered it doesn't impact Business Process. C = Conditional: Not mandatory. If a value is entered it impacts Business Process or Reporting. S = System: System |
| Sample | T012-BUKRS | Company Code | An organisational unit used in Financial Accounting representing an organisation's independent legal entity | R |
| 1 | Select | Select | Selection for whether this is a new subscription or an update to an existing one | R |
| 2 | Supplier | Supplier | Specified the common supplier object against which the catalog will be created | R |
| 3 | Catalog Subscription Name | Catalog Subscription Name | Specifies the catalog subscription name which can be used for activation/deactivation or catalog filtering | R |
| 4 | Create an empty catalog | Create an empty catalog | Specified if an empty catalog can be created if no items are added | R |
| 5 | Skip Approval | Skip Approval | Specifies if the catalog subscription will skip approval before activation. This needs to be set as yes for supplier managed catalogs. | R |
| 6 | Stop Before Sending to Approval | Stop Before Sending to Approval | Specifies if the catalog subscription will stay in Verified state and not be sent for Approval (if needed) automatically | R |
| 7 | Activate Automatically | Activate Automatically | Specifies if the catalog subscription will stay in Approved state and not be Activated automatically | R |
| 8 | Allow Multi-Supplier CIF | Allow Multi-Supplier CIF | Specifies if the same CIF file can be used to create catalog for different Suppliers. ensure | R |
| 9 | Hide Punchout Item Prices | Hide Punchout Item Prices | Sepecifies if price is hidden for Punchout Link | R |
| 10 | Tier | Tier | Specifies if the Tier is Platinum, Gold, Silver or None. Tier affects the order in which search results appear. | R |
| 11 | Relaxed Validation - Classification Code | Relaxed Validation - Classification Code | Specifies if Classification Code errors are reported | R |
| 12 | Relaxed Validation - Supplier URL | Relaxed Validation - Supplier URL | Specifies if Supplier Punchout URL errors are reported | R |
| 13 | Catalog File | Catalog File | The CIF file which has been described above | R |
Data Cleansing
| ID | Criticality | Error Message/Report Description | Rule | Output | Source System |
|---|---|---|---|---|---|
Conversion Process
The high-level catalog process is represented by the table below:
| Step | Buyer Admin/BAU | Ariba System | Buyer Approver |
| Extraction | data will be collected in DCT from Ariba Legacy system. | ||
| Upload into Syniti | The extracted catalog data will be uploaded into the Syniti system | ||
| Transformation | Data transformation will be performed in Syniti to align the catalog content with the new system’s format and standards. | ||
| Prepare Catalog File | Build Ariba CIF/Excel catalog file and include required fields: Supplier Part ID, Description, Price, Unit, Currency, etc. | ||
| Validate Catalog File | In case of new catalogs which are not in legacy sytem Verify data validity, check for missing fields, duplicates, incorrect pricing, and classification accuracy. Use CIF Checker for validation. | ||
| Export CIF file | Once validated, export the catalog data into the CIF file format for upload into the Ariba system. | ||
| Upload to Ariba Buyer | Log in → Catalogs → Manage → Upload Catalog. Select the validated catalog file and upload. | Checks syntax, structure, and completeness. Failure prompts error messages. | |
| Submit for Approval | Submit the uploaded catalog for approval. | Review catalog pricing, categories, and accuracy. Approve or reject as needed. | |
| Catalog Activation | Activates approved catalog in Ariba Buyer. | ||
| Maintenance | Monitor expiration, update prices, and refresh data as needed. | Re-approve catalog for any major changes. | |
Data Privacy and Sensitivity
Confidential due to Price agreements in contractsExtraction
Extract data from a source into CIF file
All Catalogs are exported using Ariba catalog Manager Legacy
The agreed Relevancy criteria (Fields are Mandatory, Conditional, Optional) is applied to the extracted records to identify the records that are applicable for the Target loads
Extraction Run Sheet
| Req # | Requirement Description | Team Responsible |
|---|---|---|
| EXTR-001 | Extract the active catalog data from Ariba Buyer using the Catalog Manager module. Navigate to Core Administration → Catalog Manager → Catalogs → Select Supplier → Click on Active Version → Step 1 → Export → Format: CIF 3.0 → All Items → Good Items → Export and Save CIF file. | Data Team |
Selection Screen
| Selection Ref Screen | Parameter Name | Selection Type | Requirement | Value to be entered/set |
|---|---|---|---|---|
| Core Administration → Catalog Manager → Catalogs → Select Supplier → Click on Active Version | Export Options | Action / Navigation | Export catalog data for the selected supplier catalog in CIF format. | 1. In Step 1, click the Export button. 2. Select Export Format = CIF 3.0. 3. Under All Items, click Good Items. 4. Click Export again. 5. Save the generated CIF file for this catalog. |
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
Catalog CIF File
| Table | Field Label | Rule Description | Validation Method | Data Type | Length | Syensqo Requirement R = Required : Mandatory field. O = Optional: Not mandatory. If a value is entered it doesn't impact Business Process. C = Conditional: Not mandatory. If a value is entered it impacts Business Process or Reporting. S = System: System |
| Account ID | The 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 | R | |||
| Supplier ID | The supplier ID must be maintained in Ariba. | Upfront Automated | String | 255 | R | |
| Supplier Part ID | The Supplier Part ID must be provided by the Supplier. The combination of Supplier ID, Supplier Part ID and Supplier Part Auxiliary ID must be unique. | Upfront Automated | String | 255 | R | |
| Manufacturer Part ID | The Manufacturer Part ID must be provided by the Supplier based on Manufacturer's specification. To be provided if already available in legacy system | Upfront Automated | String | 255 | C | |
| Item Description | Support up to 2000 bytes (upto 1000 characters). Case Sensitive. | Upfront Automated | String | 1000 | R | |
| SPSC Code | THE SPSC code must be provided by the supplier. Also, a mapping between the SPSC code and Synesqo material group must be maintained. This field is mandatory if the same information is not provided in the Classification code column. The classification code (material group) must be loaded and active in Ariba | Upfront Automated | String | 40 | C | |
| Unit Price | This field is mandatory if the Pricing Configuration field is not available. No value required for Punchout or Partial catalogs | Upfront manual/Default on the form | Decimal | C | ||
| Unit of Measure | ISO Unit of measure | Upfront Automated | String | 32 | R | |
| Lead Time | The lead time is used to display a warning to the end user if the need by date specified by the end user is less than the current date plus the lead time. To be provided if already available in legacy system | Upfront Automated | Integer | C | ||
| Manufacturer Name | To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C | |
| Supplier URL | This field is mandatory for Punchout Catalogs. The Punchout Set Up Request URL must be set as Supplier URL for punchout catalogs | Upfront manual/Default on the form | String | 255 | C | |
| Manufacturer URL | Provides additional information to the user by linking manufacturer's website on the catalog details page. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C | |
| Market Price | Used to calculate discount. To be provided if already available in legacy system | Upfront manual/Default on the form | Decimal | c | ||
| Short Name | Provides short description of the item. If left blank, it copied first part of the Item description. To be provided if already available in legacy system | Upfront Automated | String | 80 | C | |
| Classification Codes | THE UNSPSC code must be provided by the supplier. Also, a mapping between the SPSC code and Synesqo material group must be maintained. This field is mandatory if the same information is not provided in the SPSC Code column. The classification code (material group) must be loaded and active in Ariba | Upfront Automated | String | 64 | R | |
| Language | Java locale code for the language used in the Item Description. For the list of Java locale codes, see: http://java.sun.com/j2se/1.4.2/docs/guide/intl/locale.doc.html | Upfront Automated | String | 255 | C | |
| Currency | ISO 4217 currency code must be set. It overrides the currcncy at the header field. | Upfront Automated | String | 32 | R | |
| Expiration Date | This date must be in the future and in YYYY-MM-DD format. | Upfront Automated | Date | 0 | C | |
| Effective Date | This date must be prior to the expiration date and in YYYY-MM-DD format. | Upfront Automated | Date | 0 | C | |
| Parametric Data | This field needs to be set only if Parameteric values are enabled. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C | |
| Parametric Name | This field needs to be set only if Parameteric values are enabled. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C | |
| PunchOut Enabled | Can True or False | Upfront Automated | Boolean | 0 | C | |
| PunchoutLevel | Can be store, aisle, shelf, or product. | Upfront Automated | String | C | ||
| Territory Available | List of one or more ISO country or region codes. Recommended to use ISO 3166-1 and 3166-2 codes for this field. | Upfront Automated | String | 255 | C | |
| Supplier Part Auxiliary ID | The combination of Supplier ID, Supplier Part ID and Supplier Part Auxiliary ID must be unique. Must be upto up to 255 characters (case-insensitive) | Upfront Automated | String | 255 | C | |
| Image | Provides image of the item at the search and item details page. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C | |
| Thumbnail | Provides image of the item at the search page. If left blank, the thumbnail is replaced with the image. To be provided if already available in legacy system | Upfront manual/Default on the form | String | 255 | C | |
| Delete | Can True or False | Upfront Automated | Boolean | C | ||
| IsPartial | Can be Yes or No | Upfront Automated | Flag | C | ||
| isInternalPartID | Can be Yes or No | Upfront Automated | Flag | C | ||
| IsCollection | Can be Yes or No | Upfront Automated | Flag | C | ||
| DefaultRelevance | Can be a value from 0-1000. 1000 is most relevant, and 0 is least relevant. | Upfront Automated | Integer | C | ||
| InKitOnly | Can True or False | Upfront Automated | Boolean | C | ||
| green | Can be Yes or No | Upfront Automated | Flag | C | ||
| hazardousmaterials | Can be Yes or No | Upfront Automated | Flag | C | ||
| Keywords | To be provided if already available in Legacy system | Upfront Automated | String | 255 | C | |
| Price configuration | This field should be used only when advance pricing is applicable. | Upfront Automated | String | 255 | C | |
| MinimumQuantity | This restricts the user from ordering below the minimum order quantity. It must be left blank if the MOQ is not applicable. To be provided if already available in Legacy system. | Upfront Automated | Integer | C | ||
| QuantityInterval | It is needed only for items which are sold in multiples of a set. It is needed only when mandated by the supplier. To be provided if already available in Legacy system | Upfront Automated | Integer | C | ||
| Content Unit | It describes the number of items avaialble in one unit of the item which is purchased. It is needed only when provided by the supplier. To be provided if already available in legacy system | Upfront Automated | String | 32 | C | |
| Packing Quantity | It describes the number of items avaialble in one packaging unit of the item which is purchased. It is needed only when provided by the supplier. To be provided if already available in legacy system | Upfront Automated | Integer | C | ||
| Item Spec | This provides additional information about Item specifications. It must be left blank if not applicable. If needed, it must be provided in form of a hash table of [“key-value”] pairs. The syntax is "{key1=value1;key2=value2;key3=value3;keyn=valuen}" | Upfront Automated | String | 6000 | C | |
| RelatedItems | This links additional related items to a catalog item. It must be left blank if not applicable. If needed, it must be provided in form of a hash table of [“key-value”] pairs. The syntax is "{key1=value1;key2=value2;key3=value3;keyn=valuen}" | Upfront Automated | String | 255 | C | |
| Attachments | It adds the specified attachment on the item details page. To be provided if already available in legacy system. Typically, it can be item specification sheet etc. | Upfront Automated | String | 255 | C | |
| AuxilaryImages | Additional images, can be added to the item details using this field. To be provided if already available in legacy system | Upfront Automated | String | 255 | C | |
| AuxiliaryThumbnails | Additional tumbnails can be added to the item details using this field. To be provided if already available in legacy system | Upfront Automated | String | 255 | C |
Catalog Subscription
| Index | Technical Table-Field | Field Label | Description | Syensqo Requirement R = Required : Mandatory field. O = Optional: Not mandatory. If a value is entered it doesn't impact Business Process. C = Conditional: Not mandatory. If a value is entered it impacts Business Process or Reporting. S = System: System |
| 1 | Select | Select | Selection for whether this is a new subscription or an update to an existing one | R |
| 2 | Supplier | Supplier | Specified the common supplier object against which the catalog will be created | R |
| 3 | Catalog Subscription Name | Catalog Subscription Name | Specifies the catalog subscription name which can be used for activation/deactivation or catalog filtering | R |
| 4 | Create an empty catalog | Create an empty catalog | Specified if an empty catalog can be created if no items are added | R |
| 5 | Skip Approval | Skip Approval | Specifies if the catalog subscription will skip approval before activation. This needs to be set as yes for supplier managed catalogs. | R |
| 6 | Stop Before Sending to Approval | Stop Before Sending to Approval | Specifies if the catalog subscription will stay in Verified state and not be sent for Approval (if needed) automatically | R |
| 7 | Activate Automatically | Activate Automatically | Specifies if the catalog subscription will stay in Approved state and not be Activated automatically | R |
| 8 | Allow Multi-Supplier CIF | Allow Multi-Supplier CIF | Specifies if the same CIF file can be used to create catalog for different Suppliers. ensure you split the CIF files and set all Multi-Supplier CIF to false. | R |
| 9 | Hide Punchout Item Prices | Hide Punchout Item Prices | Sepecifies if price is hidden for Punchout Link | R |
| 10 | Tier | Tier | Specifies if the Tier is Platinum, Gold, Silver or None. Tier affects the order in which search results appear. | R |
| 11 | Relaxed Validation - Classification Code | Relaxed Validation - Classification Code | Specifies if Classification Code errors are reported | R |
| 12 | Relaxed Validation - Supplier URL | Relaxed Validation - Supplier URL | Specifies if Supplier Punchout URL errors are reported | R |
Extraction Dependencies
| Item # | Step Description | Team Responsible |
|---|---|---|
| Catalog Status | Ensure that all catalogs are in the activated staus | Data Team / Interface Team |
| Not Punchout | Ensure the Activated catalog are not Punchout | Data Team / Interface Team |
| Catalog Version | Ensure latest catalog version are activated without error. | Data Team / Interface Team |
Transformation
The target fields are mapped to the applicable legacy fields that will be their source. This is a 3-way activity involving the Business Team, Functional Team/Interface Team, and Data Team. This activity identifies the transformation rules required to make the data target-ready for loading into Ariba Buyer via Syniti Migrate.
Transformation Run Sheet
| Item # | Step Description | Team Responsible |
|---|---|---|
| Supplier | Validate that all Supplier records are loaded in S/4HANA and correctly interfaced to Ariba. Ensure each Supplier is partitioned so it is visible in Ariba Buyer. | Data Team / Interface Team |
| Supplier – Purchasing Org Mapping | Confirm that each Supplier is mapped to the relevant Purchasing Organizations in S/4HANA and that this mapping is interfaced to Ariba. | Data Team / Interface Team |
| Supplier Location / Partitioned Supplier | Verify that Supplier locations are configured and partitioned. Missing partitioning will prevent end users from accessing catalogs. | Data Team / Interface Team |
| Commodity Code (UNSPSC mapping) | Ensure Commodity Codes exist in Ariba and are mapped to UNSPSC codes. Validate mapping to prevent catalog upload errors. | Functional Team / Data Team |
| Unit of Measure (UOM) | Check that all UOM values exist in Ariba. Missing UOM will cause validation failures during catalog transformation. | Interface Team / S/4HANA Integration Team |
| Material Groups | Material codes are not relevant for Ariba. Material Groups must be the same as the lowest level of Commodity Codes | N/A |
| Currency | Ensure Currency are exist in Ariba | Interface Team / S/4HANA Integration Team |
| Expired Items | For items which have expiration date in the past, either get new prices from the business along with the new expiry dates or exclude the expired items. | Data Team/BAU |
Transformation Rules
| Subscription | Rule | Source Systems | Source Table | Source Field | Source Description | Target Systems | Target Table | Target Field | Target Descriptions | Transformation Logic |
| Subscription Catalog Name | TR-001 | Legacy System / S4HANA | Supplier Master | Supplier ID | Unique supplier identifier | Ariba Buyer | Supplier Catalog | Supplier ID | Supplier master in Ariba | Map directly; ensure exists and is partitioned for visibility in Ariba Buyer |
| Subscription Catalog Name | TR-002 | Legacy Catalog | Catalog Item | Supplier Part ID | Supplier-assigned unique item ID | Ariba Buyer | Catalog | Supplier Part ID | Unique catalog item in Ariba | Map directly; ensure uniqueness in combination with Supplier ID and Supplier Part Auxiliary ID |
| Subscription Catalog Name | TR-003 | Legacy Catalog | Catalog Item | Supplier Part Auxiliary ID | Optional auxiliary item ID | Ariba Buyer | Catalog | Supplier Part Auxiliary ID | Auxiliary identifier in Ariba | Map directly; max 255 characters; ensure uniqueness |
| Subscription Catalog Name | TR-004 | Legacy Catalog | Catalog Item | Item Description | Detailed product description | Ariba Buyer | Catalog | Item Description | Description field in Ariba | Preserve case; trim spaces; limit to 2000 bytes (~1000 characters) |
| Subscription Catalog Name | TR-005 | Legacy Catalog | Catalog Item | SPSC Code | Commodity classification | Ariba Buyer | Catalog | UNSPSC / Classification Code | Commodity mapping in Ariba | Map to Ariba UNSPSC; mandatory if Classification Code not provided; validate mapping |
| Subscription Catalog Name | TR-006 | Legacy Catalog | Catalog Item | Unit Price | Price per unit | Ariba Buyer | Catalog | Unit Price | Item unit price in Ariba | Map directly; default if Pricing Configuration missing; skip for PunchOut/Partial catalogs |
| Subscription Catalog Name | TR-007 | Legacy Catalog | Catalog Item | Unit of Measure | Purchase unit | Ariba Buyer | Catalog | Unit of Measure | UOM in Ariba | Map to ISO UOM; validate existence in Ariba |
| Subscription Catalog Name | TR-008 | Legacy Catalog | Catalog Item | Lead Time | Delivery lead time | Ariba Buyer | Catalog | Lead Time | Lead time in days in Ariba | Map directly; blank if not provided |
| Subscription Catalog Name | TR-009 | Legacy Catalog | Catalog Item | Manufacturer Name | Item manufacturer | Ariba Buyer | Catalog | Manufacturer Name | Manufacturer name in Ariba | Map directly; optional |
| Subscription Catalog Name | TR-010 | Legacy Catalog | Catalog Item | Supplier URL | Supplier or PunchOut URL | Ariba Buyer | Catalog | Supplier URL | Supplier URL in Ariba | Map directly; validate HTTPS; mandatory for PunchOut |
| Subscription Catalog Name | TR-011 | Legacy Catalog | Catalog Item | Expiration Date | Catalog item expiration | Ariba Buyer | Catalog | Expiration Date | Expiration date in Ariba | Transform to YYYY-MM-DD; must be in future |
| Subscription Catalog Name | TR-012 | Legacy Catalog | Catalog Item | Effective Date | Catalog item start date | Ariba Buyer | Catalog | Effective Date | Effective date in Ariba | Transform to YYYY-MM-DD; must be before Expiration Date |
| Subscription Catalog Name | TR-013 | Legacy Catalog | Catalog Item | Parametric Data / Parametric Name | Parametric attributes | Ariba Buyer | Catalog | Parametric Data / Parametric Name | Parametric attributes in Ariba | Map only if parametric enabled; blank otherwise |
| Subscription Catalog Name | TR-014 | Legacy Catalog | Catalog Item | PunchOut Enabled / PunchOut Level | PunchOut integration | Ariba Buyer | Catalog | PunchOut Enabled / PunchOut Level | PunchOut fields in Ariba | Map True/False; map level as store/aisle/shelf/product |
| Subscription Catalog Name | TR-015 | Legacy Catalog | Catalog Item | Commodity Code | Commodity mapping | Ariba Buyer | Catalog | UNSPSC Mapping | Commodity mapping in Ariba | Map to existing commodity code; validation mandatory |
| Subscription Catalog Name | TR-016 | Legacy Catalog | Catalog Item | Image / Thumbnail / Auxiliary Images / Auxiliary Thumbnails | Item images | Ariba Buyer | Catalog | Image / Thumbnail / Auxiliary Images / Auxiliary Thumbnails | Images in Ariba | Map URLs; validate accessibility; default Thumbnail = Image if blank |
| Subscription Catalog Name | TR-017 | Legacy Catalog | Catalog Item | Delete | Delete flag | Ariba Buyer | Catalog | Delete | Marked for deletion | Map True/False |
| Subscription Catalog Name | TR-018 | Legacy Catalog | Catalog Item | IsPartial / IsInternalPartID / IsCollection / InKitOnly / Green / Hazardous Materials | Catalog flags | Ariba Buyer | Catalog | Same fields in Ariba | Map flags directly | Map Yes/No or True/False as-is |
| Subscription Catalog Name | TR-019 | Legacy Catalog | Catalog Item | Keywords | Search keywords | Ariba Buyer | Catalog | Keywords | Keywords in Ariba | Map as-is; optional |
| Subscription Catalog Name | TR-020 | Legacy Catalog | Catalog Item | Minimum Quantity | Minimum order quantity | Ariba Buyer | Catalog | Minimum Quantity | Minimum quantity in Ariba | Map directly; leave blank if not applicable |
| Subscription Catalog Name | TR-021 | Legacy Catalog | Catalog Item | Quantity Interval | Incremental order quantity | Ariba Buyer | Catalog | Quantity Interval | Interval in Ariba | Map directly; only for multiples |
| Subscription Catalog Name | TR-022 | Legacy Catalog | Catalog Item | Content Unit / Packing Quantity | Unit and packaging info | Ariba Buyer | Catalog | Content Unit / Packing Quantity | Content/packaging info in Ariba | Map directly; optional |
| Subscription Catalog Name | TR-023 | Legacy Catalog | Catalog Item | Item Spec / Related Items / Attachments | Additional specs, links, attachments | Ariba Buyer | Catalog | Same fields in Ariba | Store additional info in Ariba | Transform into hash table {key1=value1;key2=value2;...}; leave blank if not |
Transformation Mapping
| Mapping Table Name | Mapping Table Description |
|---|---|
| Supplier Master Mapping | Maps Supplier information from the legacy system (S/4HANA or legacy catalog) to Ariba Buyer. Includes Supplier ID, Supplier Partitioning, Supplier-Purchasing Org mapping, and Supplier Location. Ensures suppliers are visible and accessible in Ariba Buyer catalogs. |
| Catalog Item Mapping | Maps all catalog item fields from legacy catalogs to Ariba Buyer. Includes Supplier Part ID, Supplier Part Auxiliary ID, Manufacturer Part ID, Item Description, Unit Price, Unit of Measure, Lead Time, Manufacturer Name, Supplier URL, Manufacturer URL, Market Price, Short Name, Language, Currency, Expiration/Effective Dates, Parametric Data/Name, PunchOut fields, Territory Available, Images/Thumbnails/Auxiliary Images, Delete/Flags, Keywords, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, Packing Quantity, Item Spec, Related Items, Attachments. Ensures data is target-ready for Syniti Migrate and CIF 3.0/Excel upload. |
| Commodity Code / UNSPSC Mapping | Maps legacy commodity codes to Ariba UNSPSC codes. Validates mapping to prevent catalog load errors. Supports value transformation and ensures correct classification for catalog items. |
| Unit of Measure Mapping | Maps legacy unit of measure codes to Ariba standard ISO UOM. Validates values to avoid catalog validation errors during upload. |
| PunchOut & Integration Mapping | Maps legacy PunchOut flags False |
| Auxiliary Data Mapping | Maps additional catalog data such as images, thumbnails, auxiliary images, auxiliary thumbnails, attachments, and related items. Applies formatting rules (e.g., hash tables for Item Spec / Related Items) and ensures proper structure for Ariba. |
Transformation Dependencies
List the steps that need to occur before transformation can commence| Item # | Step Description | Team Responsible |
|---|---|---|
| Supplier | Ensure Supplier records exist in S/4HANA and are migrated/interfaced to Ariba Buyer. Validate that Supplier is partitioned to allow catalog visibility. | Data Team / Interface Team |
| Supplier – Purchasing Org Mapping | Verify that each Supplier is mapped to the relevant Purchasing Organizations and interfaced to Ariba. | Data Team / Interface Team |
| Supplier Location / Partitioned Supplier | Confirm Supplier locations and partitions are configured correctly; missing partitioning prevents catalog access. | Data Team / Interface Team |
| Commodity Code / UNSPSC Mapping | Ensure Commodity Codes exist in Ariba and are correctly mapped to UNSPSC codes. Validate that all required mappings are present to prevent validation errors. | Functional Team / Data Team |
| Currency | Ensure Currency exist in Ariba | Data Team / Interface Team |
| Unit of Measure (UOM) | Validate that all UOM values exist in Ariba. Transform legacy UOM values if needed to ISO standard. | Interface Team / Data Team |
| Material Codes / Material Groups | No dependency on Material codes or Material Groups in Ariba. No transformation required. | N/A |
| Catalog Item Fields (General) | Extract legacy catalog item data (Supplier Part ID, Item Description, Manufacturer Part ID, Short Name, Market Price, Currency, Language, etc.) and transform to target-ready Ariba format. | Data Team |
| Catalog Item Fields (Advanced) | Apply parametric attributes, PunchOut flags, PunchOut levels, territory availability, item specs, related items, attachments, images, thumbnails, auxiliary images/thumbnails. | Data Team / Functional Team |
| Flags & Indicators | Map fields like Delete, IsPartial, IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, Packing Quantity. Apply validation and defaults where required. | Data Team |
Pre-Load Validation
Project Team
Completeness
| Task | Action |
| Validate Supplier Records | Ensure all Suppliers exist in S/4HANA and are migrated/interfaced to Ariba. Verify that Supplier is partitioned for catalog visibility. |
| Validate Supplier – Purchasing Org Mapping | Confirm each Supplier is mapped to the correct Purchasing Organizations. Ensure mappings are loaded in Ariba before catalog upload. |
| Validate Supplier Locations | Verify all Supplier locations exist and are partitioned correctly. Missing locations or partitions prevent end-user access. |
| Validate Commodity Codes / UNSPSC Mapping | Ensure all Commodity Codes are loaded in Ariba and mapped correctly to UNSPSC codes. Identify any missing mappings to avoid catalog load validation errors. |
| Validate Unit of Measure (UOM) | Check that all required UOM values exist in Ariba. Map legacy UOMs to ISO standards if required. |
| Validate Currency | Ensure all Currency are loaded in Ariba |
| Validate Catalog Item Fields | Verify completeness of mandatory catalog fields: Supplier Part ID, Item Description, Manufacturer Part ID, Short Name, Market Price, Currency, Language, Effective Date, Expiration Date. |
| Validate Parametric / Advanced Fields | Ensure Parametric Data/Name, PunchOut flags, PunchOut Level, Territory Available, and advanced item fields are provided as required. |
| Validate Images and Attachments | Confirm that all images, thumbnails, auxiliary images, auxiliary thumbnails, and attachments are available and correctly linked. |
| Validate Flags & Indicators | Check completeness for Delete, IsPartial, IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, Packing Quantity. Apply default values where necessary. |
| Validate Related Items / Item Specs | Ensure Item Specs and Related Items are populated where applicable using the correct hash table format {key1=value1;key2=value2;...}. |
| Target-Ready Data Validation | Verify that all extracted and transformed data meets Ariba load requirements (CIF 3.0/Excel template). |
| End-User Access Validation | Confirm that after all dependencies are loaded, end users can search and access all catalog items in Ariba Buyer. |
| Count of Subscriptions and count of CIF files | Ensure the total number of cif and subscriptions are equal to Business catalog count. |
Accuracy
| Task | Action |
| Validate Supplier Data Accuracy | Ensure Supplier IDs, Supplier Partitioning, and Supplier-Purchasing Org mappings match the source system and are correctly loaded in Ariba. |
| Validate Catalog Item Identifiers | Verify that Supplier Part IDs, Supplier Part Auxiliary IDs, and Manufacturer Part IDs are unique and correctly mapped. |
| Validate Item Descriptions | Confirm that Item Descriptions are complete, accurate, and match legacy system values. Ensure case sensitivity and character limits are maintained. |
| Validate Commodity Code / UNSPSC Mapping | Check that Commodity Codes are correctly mapped to UNSPSC codes in Ariba. Ensure no mismatches that could cause catalog validation errors. |
| Validate Unit of Measure (UOM) | Confirm that UOM values match legacy system standards and ISO codes in Ariba. |
| Validate Prices and Currency | Ensure Unit Prices and Market Prices are accurate. Confirm currency codes match legacy values and are correctly applied. |
| Validate Dates | Verify that Effective Date is prior to Expiration Date and both are in correct YYYY-MM-DD format. Ensure future Expiration Dates. |
| Validate Flags & Indicators | Check that fields like Delete, IsPartial(Ensure that Partial catalog items are either validated by business for correct pricing or are excluded from the load file.), IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, and Price Configuration are accurate and consistent with source data. I |
| Validate Parametric and PunchOut Fields | Ensure Parametric Data/Name, PunchOut Enabled, PunchOut Level, and Territory Available are accurately populated according to business rules. |
| Validate Images, Thumbnails, Attachments | Confirm all images, auxiliary images/thumbnails, and attachments are correctly linked, complete, and accessible. |
| Validate Related Items / Item Specs | Check that Related Items and Item Specs are accurate, formatted properly (hash table {key1=value1;...}), and consistent with source data. |
| Validate Overall Data Consistency | Ensure all catalog fields are internally consistent, values are correct, and dependencies (Suppliers, UOM, Commodity Codes) are satisfied. |
| Accuracy | Ensure the number of line items are accurate. |
| Validate Subscription Name | Verify each supplier has subscription name provided by BAU and this will be used during upload time |
| No of CIF Files & Subscriptions | Check the number of cif files, subscriptions and its Format CIF 8.0 |
Business
Completeness
| Task | Action |
| Validate Supplier Information | Confirm all Supplier records exist, are correctly partitioned, and Supplier-Purchasing Org mappings are complete. |
| Validate Supplier Locations | Ensure all Supplier locations are created and properly partitioned for catalog access. |
| Validate Catalog Items | Verify all mandatory catalog fields (Supplier Part ID, Item Description, Manufacturer Part ID, Short Name, Unit Price, Unit of Measure, Lead Time, Currency, Language, Effective Date, Expiration Date) are populated. |
| Validate Commodity Codes / UNSPSC | Ensure all catalog items have Commodity Codes loaded and correctly mapped to UNSPSC codes in Ariba. |
| Validate PunchOut & Advanced Fields | Confirm that PunchOut Enabled, PunchOut Level, Territory Available, Parametric Data/Name, and other advanced fields are complete as per catalog type (Standard, PunchOut, Partial). |
| Validate Images and Attachments | Ensure all required images, thumbnails, auxiliary images/thumbnails, and attachments are linked for each catalog item. |
| Validate Flags & Indicators | Check that Delete, IsPartial, IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, Packing Quantity are populated according to business rules. |
| Validate Related Items / Item Specs | Confirm that Related Items and Item Specs are complete and formatted correctly using hash table syntax {key1=value1;...}. |
| Pre-Load Target Data Verification | Ensure all extracted and transformed data is complete and formatted according to Ariba CIF 3.0/Excel templates and ready for Syniti Migrate load. |
| End-User Accessibility Check | Confirm that, once loaded, catalog items are visible and searchable by end users in Ariba Buyer. |
| Accuracy | Check the number of line items are accurate. |
| Validate Subscription Name | Verify each supplier has subscription name provided by BAU and this will be used during upload time |
| No of CIF Files, & Format | Check the number of cif files and its Format CIF 8.0 |
| Count of Subscriptions and count of CIF files | Ensure the total number of cif and subscriptions are equal to Business catalog count. |
Accuracy
| Task | Action |
| Validate Supplier Accuracy | Ensure Supplier IDs, Supplier Partitioning, and Supplier-Purchasing Org mappings match legacy source data and are correctly loaded in Ariba. |
| Validate Supplier Location Accuracy | Confirm that Supplier locations are correctly configured and partitioned as per legacy system. |
| Validate Catalog Item Identifiers | Check that Supplier Part ID, Supplier Part Auxiliary ID, and Manufacturer Part ID are unique and correctly mapped. |
| Validate Item Descriptions | Ensure Item Descriptions match legacy values, maintain case sensitivity, and respect character limits. |
| Validate Commodity Code / UNSPSC Mapping | Verify that Commodity Codes are correctly mapped to UNSPSC codes and correspond to legacy material groups. |
| Validate Unit of Measure (UOM) | Confirm UOM values are accurate, mapped to ISO standard codes, and consistent with legacy data. |
| Validate Prices and Currency | Ensure Unit Price, Market Price, and Currency are accurate and consistent with legacy values. |
| Validate Dates | Check that Effective Date is before Expiration Date, both in YYYY-MM-DD format, and match legacy system values. |
| Validate Flags & Indicators | Confirm Delete, IsPartial, IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, and Packing Quantity are accurate and consistent. |
| Validate Parametric and PunchOut Fields | Ensure Parametric Data/Name, PunchOut Enabled, PunchOut Level, and Territory Available are correctly populated according to business rules. |
| Validate Images, Thumbnails, Attachments | Confirm that all images, auxiliary images/thumbnails, and attachments are accurate, linked correctly, and match legacy references. |
| Validate Related Items / Item Specs | Ensure Related Items and Item Specs are accurate, properly formatted in hash table syntax {key1=value1;...}, and consistent with legacy data. |
| Validate Overall Data Consistency | Ensure all catalog fields are internally consistent, dependencies (Supplier, UOM, Commodity Codes) are satisfied, and data aligns with business rules. |
| Accuracy | Check the number of line items are accurate. |
| Validate Subscription Name | Naming convention should be as specified in the MDS. Verify each supplier has subscription name provided by BAU and this will be used during upload time |
| Count of Subscriptions and count of CIF files | Ensure the total number of cif and subscriptions are equal to Business catalog count. |
Load
Login to Ariba and please follow the steps below for Load Process
Load Run Sheet
| Item # | Step Description | Team Responsible |
|---|---|---|
| Catalog File Upload | In Ariba Buyer, navigate to Catalogs → Manage Catalogs → Upload Catalog. Select the relevant Supplier and Active Catalog Version. | Functional Team / Data Team |
| Export Legacy Data | If applicable, export legacy catalog items in CIF 3.0 or Excel format from legacy system for transformation. | Data Team |
| Select Catalog Type | Choose Static Catalog during upload. | Functional Team |
| Upload Catalog File | Upload the prepared CIF or Excel file. Click Validate to check syntax, structure, and compliance. | Data Team / Functional Team |
Correct Validation Errors | If the system reports errors, correct missing or invalid fields, formatting, or mapping issues. | Data Team |
Submit Catalog for Approval | Once validation passes, click Submit. Status changes to Pending Approval, triggering Ariba Buyer approval workflow. | Functional Team |
Buyer Catalog Approval | In Catalog Administration → Pending Catalogs, review pricing, commodity codes, compliance, and all catalog fields. Approve or reject. | Buyer / Functional Team |
Catalog Activation | Upon approval, the catalog becomes Active. Buyers (end users) can now search and requisition items via Ariba Catalog Search. | Functional Team |
Post-Load Verification | Confirm that all catalog items are visible to end users, including Partitioned Suppliers, Supplier Locations, and mapped UNSPSC codes. | Functional Team / Business Team |
Load Logging and Tracking | Record load status, errors, and approvals in migration tracker or Syniti Migrate logs. | Data Team / Functional Team |
Post-Load Data Validation | Perform pre-defined checks to ensure completeness, accuracy, and consistency of the loaded catalog. Confirm that images, attachments, flags, and all fields are correct. | Business Team / Functional Team / Data Team |
Version Control & Maintenance | Maintain catalog versioning (Catalog Name + Date). Plan updates or re-uploads as needed for price changes, new items, or corrections. | Functional Team / Data Team |
Load Phase and Dependencies
Configuration
Best practise configuration link is below https://help.sap.com/docs/buying-invoicing/catalog-format-reference/topics-about-cif-catalogs?locale=en-US&version=LATEST
| Item # | Configuration Item |
|---|---|
| Supplier Setup | Supplier ID, Supplier Partitioning, Supplier Location, Supplier-Purchasing Org Mapping |
| Catalog Type Selection | Static Catalog, PunchOut Catalog, Partial Catalog |
| Catalog File Format | CIF 3.0, Excel Template |
| Catalog Version | Active Catalog Version, Catalog Name + Date (for version control) |
| Catalog Validation | Supplier Part ID, Supplier Part Auxiliary ID, Manufacturer Part ID, Item Description, Unit Price, Unit of Measure, Lead Time, Manufacturer Name, Supplier URL, Manufacturer URL, Market Price, Short Name, Currency, Language, Expiration Date, Effective Date |
| Advanced / Parametric Fields | Parametric Data, Parametric Name, PunchOut Enabled, PunchOut Level, Currency, Units of Measure, Commodity code-UNSPC Codes/Material Group, End User Access Profiles, Supplier Locations, Plants, Purchasing Orgs/Supplier. |
| Images & Attachments | Image, Thumbnail, Auxiliary Images, Auxiliary Thumbnails, Attachments |
| Flags & Indicators | Delete, IsPartial, IsInternalPartID, IsCollection, Default Relevance, InKitOnly, Green, Hazardous Materials, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, Packing Quantity |
| Related Items / Item Specs | Related Items, Item Spec (hash table format) |
Conversion Objects
The First 3 objects must loaded from fourth objects follow the load process.
| Object # | Preceding Object Conversion Approach |
|---|---|
| Supplier Master | None → Migrate Supplier records from legacy system (S/4HANA). Ensure Supplier IDs exist, partitioned, and mapped to Purchasing Orgs before catalogs. |
| Commodity Codes / UNSPSC Mapping | Supplier Master → Load and map Commodity Codes to UNSPSC. Must exist before catalog items to avoid validation errors. |
| Unit of Measure (UOM) | Supplier Master → Validate and map UOM values to ISO standards. Required before catalog item load. |
| Incoterms | Supplier Master → Load Incoterms |
| Currency | Supplier Master → Load currency or integrated from ECC. |
Error Handling
| Error Type | Error Description | Action Taken |
|---|---|---|
| Missing Supplier | Supplier does not exist in S/4HANA or Ariba before catalog load | Validate Supplier in source system; create or partition Supplier; reload catalog after correction |
| Missing Supplier-P Org Mapping | Supplier not mapped to Purchasing Organization | Update mapping in S/4HANA/Ariba interface; retry catalog upload |
| Missing Commodity Code / UNSPSC | Catalog item has no Commodity Code or UNSPSC mapping | Map Commodity Code to UNSPSC; reload affected catalog items |
| Missing UOM | Unit of Measure not present in Ariba | Map legacy UOM to ISO standard in Ariba; retry upload |
| Duplicate Supplier Part ID / Auxiliary ID | Combination of Supplier ID + Supplier Part ID + Auxiliary ID not unique | Correct duplicates in source or transformation layer; re-validate catalog file |
| Invalid Catalog Field Format | Date, currency, numeric or character fields not in expected format | Apply transformation rules (YYYY-MM-DD for dates, ISO currency, ISO UOM); re-validate file |
| Missing Mandatory Fields | Mandatory fields (Item Description, Unit Price, SPSC Code, etc.) not populated | Fill missing values in source or transformed file; re-run validation |
| PunchOut Configuration Error | PunchOut URL missing or PunchOut Level incorrect | Update PunchOut setup; validate connectivity; re-upload catalog |
| Image / Attachment Missing or Broken | Image URLs or attachments not accessible or missing | Correct links or upload missing files; re-validate catalog |
| Load Validation Failure | Catalog fails Ariba validation (syntax, compliance, dependencies) | Review error messages; correct issues in transformation or source data; re-validate and submit |
Post-Load Validation
Project Team
Completeness
| Task | Action |
| Verify Catalog Activation | Confirm that all uploaded catalogs are Active in Ariba Buyer and accessible to end users. |
| Validate Supplier Partitioning | Check that all Suppliers are properly partitioned and Supplier-Purchasing Org mappings are in place to ensure visibility. |
| Validate Supplier Locations | Ensure all Supplier locations are correctly configured and displayed in the catalog. |
| Validate Mandatory Catalog Fields | Confirm that all mandatory fields (Supplier Part ID, Item Description, Unit Price, Unit of Measure, Lead Time, Manufacturer Name, Short Name, Market Price, Currency, Language, Effective Date, Expiration Date) are present for all catalog items. |
| Validate Commodity Codes / UNSPSC Mapping | Ensure all catalog items have valid Commodity Codes mapped to UNSPSC. No missing codes should exist. |
| Validate PunchOut & Advanced Fields | Confirm that PunchOut Enabled, PunchOut Level, Territory Available, and Parametric Data/Name are correctly populated for applicable items. |
| Validate Images and Attachments | Ensure all images, thumbnails, auxiliary images/thumbnails, and attachments are available and correctly linked for each item. |
| Validate Flags & Indicators | Confirm that Delete, IsPartial, IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, and Packing Quantity fields are populated correctly. |
| Validate Related Items / Item Specs | Check that Related Items and Item Specs are present and formatted correctly using hash table syntax {key1=value1;...}. |
| End-User Accessibility Check | Confirm that end users can search, view, and requisition catalog items as expected in Ariba Buyer. |
| Validate Overall Data Completeness | Verify that no catalog item is missing critical information and that all dependencies (Suppliers, UOM, Commodity Codes, UNSPSC, Partitioning) are satisfied. |
| Validate Supplier Subscription | Ensure Supplier subscription are created for each catalog |
| Count of Subscriptions and count of CIF files | Ensure the total number of cif and subscriptions are equal to Business catalog count. |
Accuracy
| Task | Action |
| Validate Supplier Accuracy | Verify that Supplier IDs, Supplier Partitioning, and Supplier-Purchasing Org mappings match legacy source data and are correctly loaded in Ariba. |
| Validate Supplier Location Accuracy | Confirm that all Supplier locations are correctly configured and partitioned as per legacy system. |
| Validate Catalog Item Identifiers | Check that Supplier Part ID, Supplier Part Auxiliary ID, and Manufacturer Part ID are unique, correctly mapped, and match source system values. |
| Validate Item Descriptions | Ensure Item Descriptions are accurate, maintain case sensitivity, character limits, and align with legacy data. |
| Validate Commodity Code / UNSPSC Mapping | Confirm that all Commodity Codes are correctly mapped to UNSPSC and match legacy material group information. |
| Validate Unit of Measure (UOM) | Verify that all UOM values are accurate, conform to ISO standards, and are consistent with source data. |
| Validate Prices and Currency | Ensure Unit Price, Market Price, and Currency are accurate, properly transformed, and aligned with legacy values. |
| Validate Dates | Confirm that Effective Date is before Expiration Date, dates are in YYYY-MM-DD format, and match source system values. |
| Validate Flags & Indicators | Check Delete, IsPartial, IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, Packing Quantity for accuracy and consistency. |
| Validate Parametric and PunchOut Fields | Ensure Parametric Data/Name, PunchOut Enabled, PunchOut Level, and Territory Available are accurate and match transformation rules. |
| Validate Images, Thumbnails, Attachments | Confirm all images, auxiliary images/thumbnails, and attachments are correctly linked, accessible, and consistent with source data. |
| Validate Related Items / Item Specs | Verify Related Items and Item Specs are accurate, correctly formatted in hash table {key1=value1;...}, and aligned with source information. |
| Validate Supplier Subscription | Ensure Supplier subscription are created for each catalog |
| Count of Subscriptions and count of catalogs | Ensure the total number of cif and subscriptions are equal to Business catalog count. |
Business
Completeness
| Task | Action |
| Validate Supplier Records | Ensure all Suppliers exist, are correctly partitioned, and mapped to Purchasing Organizations before catalog migration. |
| Validate Supplier Locations | Confirm that all Supplier locations are created and correctly partitioned to ensure visibility in Ariba Buyer. |
| Validate Catalog Item Mandatory Fields | Verify all required catalog fields are populated: Supplier Part ID, Supplier Part Auxiliary ID, Manufacturer Part ID, Item Description, Short Name, Unit Price, Unit of Measure, Lead Time, Manufacturer Name, Market Price, Currency, Language, Effective Date, Expiration Date. |
| Validate Commodity Codes / UNSPSC Mapping | Ensure each catalog item has a valid Commodity Code mapped to UNSPSC. Confirm no missing or incorrect codes. |
| Validate PunchOut and Advanced Fields | Confirm PunchOut Enabled, PunchOut Level, Territory Available, Parametric Data/Name fields are populated where applicable. |
| Validate Images and Attachments | Check that all images, thumbnails, auxiliary images/thumbnails, and attachments are provided and linked correctly. |
| Validate Flags & Indicators | Ensure Delete, IsPartial, IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, and Packing Quantity fields are populated appropriately. |
| Validate Related Items / Item Specs | Ensure Related Items and Item Specs are provided and formatted correctly using the hash table syntax {key1=value1;...} where applicable. |
| Pre-Load Data Verification | Confirm all extracted and transformed data meets Ariba load requirements (CIF 3.0/Excel template) and is ready for Syniti Migrate load. |
| End-User Accessibility Check | Verify that, once loaded, catalog items will be visible, searchable, and requisitionable by end users in Ariba Buyer. |
| Validate Supplier Subscription | Ensure Supplier subscription are created for each catalog |
Accuracy
| Task | Action |
| Validate Supplier Accuracy | Ensure Supplier IDs, partitioning, and Supplier-Purchasing Org mappings match legacy source data and are correctly loaded in Ariba. |
| Validate Supplier Location Accuracy | Confirm all Supplier locations are accurately configured and partitioned according to legacy data. |
| Validate Catalog Item Identifiers | Check that Supplier Part ID, Supplier Part Auxiliary ID, and Manufacturer Part ID are unique, correctly mapped, and consistent with source system values. |
| Validate Item Descriptions | Verify that Item Descriptions are accurate, maintain case sensitivity, respect character limits, and match legacy system values. |
| Validate Commodity Code / UNSPSC Mapping | Confirm Commodity Codes are correctly mapped to UNSPSC and consistent with legacy material groups. |
| Validate Unit of Measure (UOM) | Ensure UOM values are accurate, ISO-compliant, and consistent with source data. |
| Validate Prices and Currency | Confirm Unit Price, Market Price, and Currency are correct, properly transformed, and aligned with legacy values. |
| Validate Dates | Ensure Effective Date is prior to Expiration Date, dates are in YYYY-MM-DD format, and match source values. |
| Validate Flags & Indicators | Check Delete, IsPartial, IsInternalPartID, IsCollection, InKitOnly, Green, Hazardous Materials, Default Relevance, Price Configuration, Minimum Quantity, Quantity Interval, Content Unit, Packing Quantity for correctness and consistency. |
| Validate Parametric and PunchOut Fields | Verify that Parametric Data/Name, PunchOut Enabled, PunchOut Level, and Territory Available are correctly populated according to business rules. |
| Validate Images, Thumbnails, Attachments | Confirm all images, auxiliary images/thumbnails, and attachments are correct, linked properly, and consistent with source data. |
| Validate Related Items / Item Specs | Check that Related Items and Item Specs are accurate, correctly formatted using hash table {key1=value1;...}, and consistent with legacy information. |
| Validate Overall Data Consistency | Ensure all catalog fields are internally consistent, dependencies (Supplier, UOM, Commodity Codes, UNSPSC) are satisfied, and data aligns with business rules. |
| Validate Supplier Subscription | Ensure Supplier subscription are created for each catalog |
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.