| Status | Approved |
|---|---|
| Owner | |
| Stakeholders |
Purpose
This Data Conversion Specification outlines the scope, data requirements, extraction logic, transformation rules, validation steps, and load procedures for converting six months of historical sales order data into S/4HANA to support Net Realizable Value (NRV) calculations for inventory provisioning.
The converted data provides the basis for deriving the average selling price per material and plant at period-end. These values will be compared with material cost to identify potential inventory devaluation and post stock provisions accordingly.
Objective
- Enable NRV assessment by leveraging six months of historical sales prices.
- Ensure availability of average sales price (ASP) per material/plant for monthly financial reporting.
- Support Finance in executing accurate, compliant inventory provisioning.
Conversion Scope
The scope of this document covers the approach for converting active from Legacy Source Systems into S/4HANA following the Master Data Design Standard.
The data from legacy system includes:
Extraction of 6 months historical sales order data from ECC Systems. Please refer to the relevancy criteria section for detailed data extraction logic / scope
Transformation and formatting according to S/4HANA NRV input structure.
One-time load of historical price records into S/4HANA.
Post–go-live: continued use of live S/4HANA sales order data for rolling history.
The data from legacy system excludes:
Any sales document created prior to six months of go-live. Please refer to the relevancy criteria section for detailed data extraction logic / scope and document types to be excluded
Sales documents created to sales area, plant and materials that are not in scope for migration to S/4HANA.
Sales document line items that are marked as rejected
| Source | Scope | Source Approx No. of Records | Target System | Target Approx. No. of Records |
|---|---|---|---|---|
| WP2 | 6 months Sales Transactions - sales order items | 66,000 | S/4HANA | 21,000 |
| PF2 | 6 months Sales Transactions - sales order items | 32,000 | S/4HANA | 11,000 |
Additional Information
Multi-language Requirement
Not Applicable
Document Management
Not Applicable
Legal Requirement
Not Applicable
Special Requirements
Not Applicable
Target Design
The target design enables S/4HANA to perform Net Realizable Value (NRV) calculations using both historical and ongoing sales price data. The solution is designed to store, maintain, and utilize a rolling six-month average selling price (ASP) for each material and plant combination, ensuring accurate and timely monthly inventory provisioning.
1. Overall Design Concept
The target system (S/4HANA) will contain a dedicated repository to store historical sales price data extracted from ECC, as well as continuously updated sales price data generated from S/4HANA sales orders after go-live. This repository will serve as the foundational data source for computing NRV at period end.
The system will automatically derive the Average Selling Price (ASP) for every material–plant combination by aggregating monthly sales transactions for six months. This ASP will then be compared against the material’s current cost to determine whether a stock provision is required.
ECC systems will supply six months of historical sales order data.
Data will be cleansed, transformed, and loaded into ZZNRVDATA using LSMW.
2. Target Data Structure
The technical design of the target for this conversion approach.
| Table | Field | Data Element | Field Description | Data Type | Length | Requirement |
|---|---|---|---|---|---|---|
| ZZNRVDATA | AUDAT | AUDAT | Document Date | DATS | 8 | Mandatory |
| ZZNRVDATA | AUART | AUART | Document Type | CHAR | 4 | Mandatory |
| ZZNRVDATA | MATNR | MATNR | Material Number | CHAR | 40 | Mandatory |
| ZZNRVDATA | WERKS | WERKS_EXT | Plant | CHAR | 4 | Mandatory |
| ZZNRVDATA | NETWR | NETWR_AP | Net Value | CURR | 15,2 | Mandatory |
| ZZNRVDATA | WAERK | WAERK | Document Currency | CUKY | 5 | Mandatory |
| ZZNRVDATA | KWMENG | KWMENG | Condition Pricing Unit | QUAN | 15 | Mandatory |
| ZZNRVDATA | VRKME | VRKME | Condition Unit | UNIT | 3 | Mandatory |
Data Cleansing
| ID | Criticality | Error Message/Report Description | Rule | Output | Source System |
|---|---|---|---|---|---|
| Not Applicable | |||||
Conversion Process
The high-level process is represented by the diagram below:
The conversion process is designed to extract six months of historical sales price data from the ECC system, transform it into the required format for S/4HANA, and load it into the custom NRV history table (ZZNRVDATA). This ensures that the target system has the necessary baseline price history to perform NRV calculations from the first period-end after go-live.
Data Privacy and Sensitivity
Relevancy Criteria for Data Extraction
NRV Data Extraction Criteria (Monthly Average Material Price at Plant Level)
This data extraction is performed to generate NRV (Net Realizable Value) inputs based on historical sales order pricing from the ECC systems. The extraction focuses on determining the monthly average selling price at Material–Plant–Currency level.
Data Source Period
- Extract sales prices from sales documents (Document Category = C, E, K and L) created within the 6 calendar months preceding the Go-Live month.
Inclusion Criteria
- Include only records where Sales org, Material, and Plant are within project scope.
- Document types in scope:
- Sales Documents
- System: PF2 → KE, SB, TD, TDIV, TDR
- System: WP2 → KE, OR, ZOR, ORB, RCM, ZEXP
- Credit Memo Requests
- System: PF2 → B1, B3, B4, CR, CRV, CRVA, ICR, RK, CC
- System: WP2 → B1, B3, B4, G2, ZG2, CRB, ZCRB
- Debit Memo Requests
- System: PF2 → DR, DRV, DRVA, IDR, IDRV, CD
- System: WP2 → L2, L3, ZCO, ZL2, ZL3, DRB
- Scheduling Agreement
- System: WP2 → LP
- Sales Documents
Exclusion Criteria
- Exclude the following:
- Non-billing-relevant documents
- Free-of-charge items
- Spot sales
- Exclude following document types
- Sales Documents
- System: PF2 → KA, KB, KBCC, LA, M2, M3, T1, ZRKE, ZSE1, ZSER, ZTDL, ZPVA
- System: WP2 → KA, KB, RCS, ZAGR
- Credit Memo Requests
- System: PF2 → CRVC, CRVS, ICRV
- System: WP2 → ZG3
- Debit Memo Requests
- System: PF2 → DRVD, DRVS
- System: WP2 → ZGV, ZLV, ZDRB
- Sales Documents
Data Aggregation Requirement
- Compute Monthly Average Selling Price per:
- Material
- Plant
- Sales Unit of Measure
- Currency
Exclude the records with blank values in any of key fields including plant, items with 0 price and items with 0 qty.
Extraction
The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads
Extraction Run Sheet
| Req # | Requirement Description | Team Responsible |
|---|---|---|
| 9068-001 | Confirm scope and extraction approach for each ECC source systems WP2, PF2 (direct DB or manual extract) | Data Team (L2C), Data Team (Syniti) |
| 9068-002 | Perform full data extraction of 6 months data from SAP ECC Systems Sales document tables with high level filters on Sales organizations in Scope, Document Date and document types provided in scope, excluding rejected items and zero value items | Data Team (Syniti) |
| 9068-003 | Exclude the Materials that are not in scope for migration to S/4HANA via its respective conversion objects | Data Team (Syniti) |
| 9068-004 | Aggregate the above data grouping them in Transaction Month, Doc Type, Material, Plant, Sales UoM, Sales Currency , obtain sum of Sales value | Data Team (Syniti) |
| 9068-005 | Perform data quality checks on extracted records (e.g., missing key fields, invalid dates, incorrect formats) | Data Team (Syniti) |
Selection Screen
| Selection Ref Screen | Parameter Name | Selection Type | Requirement | Value to be entered/set |
|---|---|---|---|---|
| VBAK-AUDAT | Document Date Range | Range / Single Range | Yes | 6 Full months of data prior to go-live |
| VBAK-AUART | Document Types | Range / Multi input | Yes | List of Document Types marked in scope in the above relevancy criteria |
| VBAK-VKORG | Sales Organizations | Range / Multi Input | Yes | List of Sales organizations in scope |
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 |
|---|---|---|
| Not Applicable | ||
Extraction Dependencies
| Item # | Step Description | Team Responsible |
|---|---|---|
| Not Applicable | ||
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
- Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool. This step also produces the load data ready for business to perform Pre-load Data Validation
Transformation Run Sheet
| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Identify target S/4HANA fields and determine applicable legacy source fields from both ECC systems WP2, PF2 | Functional Team (L2C)+ Data Team (L2C) |
| 2 | Map legacy field values to S/4HANA target values (including field-level mapping and technical names) | Data Team (L2C), Data Team (Syniti) |
| 3 | Configure transformation rules in Syniti Migrate (including calculated fields, formatting rules, etc.) | Data Team (Syniti), Data Team (L2C) |
| 4 | Review transformation logic and mappings with Business for confirmation | Business Team + Functional Team (L2C) |
| 5 | Perform initial transformation run and generate draft target-ready dataset | Data Team (Syniti), |
| 6 | Review draft target-ready data for structure and completeness | Data Team (L2C), Functional Team (L2C) |
| 7 | Share transformed data with Business for Pre-load Validation | Business Team |
| 8 | Incorporate feedback from Business and refine mappings or transformation logic as needed | Data Team (L2C) |
| 9 | Finalize and approve transformed data as Target Ready Load File | Business + Functional (L2C) + Data Team (L2C) |
Transformation Rules
| Rule # | Source system | Source Table | Source Field | Source Description | Target System | Target Table | Target Field | Target Description | Transformation Logic |
|---|---|---|---|---|---|---|---|---|---|
| 9068-001 | WP2/PF2 | VBAK | AUDAT | Document Date | S/4HANA | ZZNRVDATA | AUDAT | Document Date | Extraction will group by Month. Map it with the last day of the respective month. 202501 mapped with 20250131 |
| 9068-002 | WP2/PF2 | VBAK | AUART | Document Type | S/4HANA | ZZNRVDATA | AUART | Document Type | Map using MAP_AUART |
| 9068-003 | WP2/PF2 | VBAP | MATNR | Material Number | S/4HANA | ZZNRVDATA | MATNR | Material Number | Map using MAP_MATNR |
| 9068-004 | WP2/PF2 | VBAP | WERKS | Plant | S/4HANA | ZZNRVDATA | WERKS | Plant | Map using MAP_WERKS |
| 9068-005 | WP2/PF2 | VBAP | NETWR | Net Value | S/4HANA | ZZNRVDATA | NETWR | Net Value | Internal |
| 9068-006 | WP2/PF2 | VBAP | WAERK | Document Currency | S/4HANA | ZZNRVDATA | WAERK | Document Currency | Internal |
| 9068-007 | WP2/PF2 | VBAP | KWMENG / ZMENG | Condition Pricing Unit | S/4HANA | ZZNRVDATA | KWMENG | Condition Pricing Unit | If VBAP-FKREL = 'C' use ZMENG Otherwise KWMENG |
| 9068-008 | WP2/PF2 | VBAP | VRKME | Condition Unit | S/4HANA | ZZNRVDATA | VRKME | Condition Unit | Internal |
Transformation Mapping
| Field name | Mapping Table Name | Mapping Table Description |
|---|---|---|
| AUART | MAP_AUART | Sales Document Types |
| MATNR | MAP_MATNR | Material Master |
| WERKS | MAP_WERKS | Plant |
Transformation Dependencies
List the steps that need to occur before transformation can commence| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Value Mapping Tables are complete | Functional Team (L2C) + Data Team (L2C) |
| 2 | Org structure configuration is complete | Functional Team (L2C) + Data Team (L2C) |
| 3 | Dependent Material Master Data records are loaded | Functional Team (L2C) + Data Team (L2C) |
Pre-Load Validation
Project Team
Completeness
| Task | Action |
|---|---|
| Configuration | Ensure necessary configurations are in place in target system and field mapping is aligned with sales document types and plants |
| Review Mapping Table | Ensure all the source config and master data are mapped with target values |
| Check Values | Validate the pre-load data confirming the values are aligned with target system format and |
Accuracy
| Task | Action |
|---|---|
| Review Mapping Table | Ensure all the source organization units are mapped with target values |
| Review Monthly order value | User Sales Order Line items report to list the sales orders for the selection criteria mentioned above and check the order value total in pre-load data file |
| Conduct dry runs using LTMC or BAPIs and review logs | Analyze load results and correct format or conversion errors |
Business
Completeness
| Task | Action |
|---|---|
| Review populated templates for missing or incorrect values | Use checklists to verify completeness and correctness before submission |
| Ensure all required sales document types are covered in extraction | Confirm that all the approved sales document types are covered in data extraction |
Accuracy
| Task | Action |
|---|---|
| Check generated average price of materials | Check the generated average price of material if it falls under the expected range |
Load
The load process includes:
- Execute the automated data load into target system using load tool or product the load file if the load must be done manually
- Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation
Load Run Sheet
| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Confirm readiness of final approved data sets for each ECC source system WP2 and PF2 | Business / Functional Team |
| 2 | Validate transformation rules and mappings in Syniti tool | Data Team (L2C-Data) |
| 3 | Generate target-ready load files based on S/4HANA LSMW Load format | Data Team (Syniti) |
| 4 | Review and approve load files before execution | Business / Functional Team |
| 5 | Execute data load using LSMW into the S/4HANA system (or generate manual load files if required) | Data Team (L2C-Data) |
| 6 | Monitor load progress and capture load statistics (records loaded, errors, duplicates, etc.) | Data Team (L2C-Data) |
| 7 | Extract loaded data from S/4HANA for post-load validation | Data Team (L2C-Data) |
| 8 | Perform post-load data validation (compare target data with source/approved files) for all loaded pricing condition types | Data Team (L2C-Data) |
| 9 | Log and resolve any data load errors or mismatches identified during validation | Data Team (L2C-Data) + Functional Team |
| 10 | Obtain business sign-off on successful load and validation | Business Team |
| 11 | Archive load logs, error reports, and validation results for audit/compliance | Data Team (L2C-Data) / Data Team (Syniti) / PMO |
Load Phase and Dependencies
Configuration
| Item # | Configuration Item |
|---|---|
| Sales Document Type | All Sales document types are configured and mapped via MAP_AUART table |
| Plant codes | All the plant codes are configured and mapped via MAP_WERKS table |
Conversion Objects
| Object # | Preceding Object Conversion Approach |
|---|---|
| Material Master | Material Master |
Error Handling
| Error Type | Error Description | Action Taken |
|---|---|---|
| Sales Document Not mapped | Sales document type listed in approved list for data extraction from ECC System | Complete mapping and accept mapped values |
| Plant code not mapped | Plant code collected from ECC sales order history table not mapped to target ECC system | Complete the mapping and accept mapped values. Exclude the record if the plant is marked out of scope |
| Duplicate Records | Identical key combinations found more than once in the load file | Duplicates removed or merged as per business rule. Aligned with Business and documented for future loads |
| Invalid Currency Format | Incorrect currency formatting or unsupported currency code | Standardized to valid ISO currency codes (e.g., USD, EUR, JPY) |
| Invalid Number Format | KBETR or KPEIN contains special characters or comma separators | Cleaned formatting; ensured decimal values used with '.' as separator |
| Authorization Errors | Lack of access to execute load in target client/system | Raised access request; obtained necessary authorizations |
| Obsolete Master Data | Material master data no longer exists in target system | Replaced or removed based on business input |
| Technical Load Failure | File not processed due to syntax/format error or system issue | Reviewed logs; regenerated file; re-executed load after resolving issue |
| Missing Key Fields | One or more key fields (e.g., AUDAT, AUART, WERKS, MATNR, VRKME, NETWR, WAERK) are blank | Populated missing values and reload |
Post-Load Validation
Project Team
Completeness
| Task | Action |
|---|---|
| Validate loaded data | Extract the loaded data from ZZNRVDATA table and validate against the data used to load via LSMW. Confirm all records are loaded with cell by cell value match |
Accuracy
| Task | Action |
|---|---|
| Validate loaded data | Extract the loaded data from ZZNRVDATA table and validate against the data used to load via LSMW. Confirm all records are loaded with cell by cell value match |
Business
Completeness
| Task | Action |
|---|---|
| Review and Approve | Review the post load validation report provided by Data Team and approve |
| Check Calculated 6 moths average price | Based on net value provided for a material, check the average price of any material against expected price range |
Accuracy
| Task | Action |
|---|---|
| Check Calculated 6 moths average price | Based on net value provided for a material, check the average price of any material against expected price range |
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.