Status
Owner	Bernard Ng
Stakeholders	The business stakeholders involved in making, reviewing, and endorsing this decision. Type @ to mention people by name

Purpose

The purpose of this document is to define the conversion approach to post AP open items without special GL indicator in S/4 HANA.

AP open items are related to vendor line items that have not been cleared and remains as open status during migration cut-off date.

• 3rd party vendors
• Intercompany vendors
• Employees
• Others

Amounts in legacy involve document currency, local currency and group currency. All currencies will be loaded accordingly unless there is a change in company design where local / group currency changes. Rates are as per the historical postings unless specific requirement calls for a fixed rate eg. group currency rate for consolidation purposes. Offsetting gl accounts in legacy documents will not be considered in this migration scope, they will be migrated in other objects scope eg. GL open item or GL balances.

Conversion Scope

The scope of this document covers the approach for converting active AP open items from Legacy Source Systems into S/4HANA following the AP open items Master Data Design Standard. 

The data from legacy system includes:

1. All open items with no special GL indicator, exclude parked item and noted item
2. Clearing date > migration cutoff date
3. Posting date <= migration cutoff date

The data from legacy system excludes:

1. Parked item
2. Noted item
3. Exclusion Criteria n

List of source systems and approximate number of records 

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
PF2	AP open item	1000		1000
WP2	AP open item	1000		1000
PI2	AP open item	500		500

Additional Information

Multi-language Requirement

Summarize Multi-language Requirement/s, if any

Document Management

Summarize Document Management requirement, if any

Legal Requirement

Summarize Legal Requirement/s, if any

Special Requirements

Specify any special requirements or considerations that may impact the data conversion process based on specific locations, regulatory compliance or system limitations. Clearly outline any regional or localization requirements such as country-specific data formats, legal reporting obligations or industry standards that must be adhered to (e.g., localization rules for countries like China).

If the data conversion involves third-party systems or external data sources, such as Icertis, describe any additional requirements related to data mapping, transformation logic, validation rules or security measures that must be followed.

Target Design

With Functional input, document the technical design of the target fields that are in the scope of this document.

The technical design of the target for this conversion approach. 

Table	Field	Data Element	Field Description	Data Type	Length (Decimals)	Requirement
BKPF	BUKRS		Company Code	CHAR	4	Mandatory
ACDOCA	LIFNR		Vendor	CHAR	16	Mandatory
BKPF	XBLNR		Reference Document Number	CHAR	16	Mandatory
BKPF	BLDAT		Document Date	DATE	10	Mandatory
BKPF	BUDAT		Posting Date	DATE	10	Mandatory
BKPF	BKTXT		Header Text	CHAR	50	Conditional Based on Source Data
BKPF	SGTXT		Item Text	CHAR	50	Conditional Based on Source Data
BSIK	UMSKZ		Special G/L Indicator	CHAR	1	Conditional Based on Source Data
ACDOCA	WSL		Amount in Document Currency	CURR	23(2)	Mandatory
ACDOCA	HSL		Amount in Local Currency	CURR	23(2)	Mandatory
ACDOCA	KSL		Amount in Group Currency	CURR	23(2)	Mandatory
BKPF	WAERS		Document Currency	Text	4	Mandatory
BKPF	HWAER		Local Currency	Text	4	Mandatory
ACDOCA	BZDAT		Value Date	Date	8	Conditional Based on Source Data
ACDOCA	PRCTR		Profit Centre	Text	10	Mandatory
BSIK	ZLSPR		Payment Block Key	Text	1	Conditional Based on Source Data
BSIK	ZLSCH		Payment Method	Text	1	Conditional Based on Source Data
BSIK	ZTERM		Payment Term	Text	4	Conditional Based on Source Data
BSIK	ZFBDT		Baseline Date	Date	8	Mandatory
ACDOCA	RASSC		Company ID of Trading Partner	Text	6	Conditional based on Intercompany account used in source and target
ACDOCA	ZUONR		Assignment Number	Text	18	Conditional Based on Source Data
BSEG	LZBKZ		SCB Indicator	CHAR	3	Conditional Based on Source Data
BKPF	XREF1_HD		Reference field 1 (header)	CHAR	20	Conditional Based on Source Data
BKPF					20	Conditional Based on Source Data
BSIK	KIDNO		Payment reference	CHAR	30	Conditional Based on Source Data
BSIK	EBELN		Purchasing document	CHAR	10	Conditional Based on Source Data
BSIK	EBELP		Purchasing document item	NUMC	5	Conditional Based on Source Data

Data Cleansing

All data cleansing should take place in the data source system as defined in this document, unless system limitations prevent it.

If data cleansing is managed outside of the source system (e.g. Syniti Migrate, 3rd Party Vendor, DCT), the necessary documentation must be produced and appended to this deliverable for sign-off.

ID	Criticality	Error Message/Report Description	Rule	Output	Source System
1.	Can load, but business process will fail	Open Item is overdue and aged	Rule 1: Company must be in scope; Rule 2: Rule 3: ;Posting Date is 365 days or longer than current system date; Rule 4: Due Date is prior report execution date. Due Date calculation: o    Credit posting to vendor account (BKPF.GLVOR = RFBU and BSIK.SHKZG = H) Due Date = Baseline Date + Number Days as per specified in payment terms defined in line item o    Debit posting to vendor account (BKPF.GLVOR = RFBU and BSIK.SHKZG = S) Due Date = Baseline Date
2.	Can load, but business process will fail	Open Items for Employees Vendors	Rule 1: Company must be in scope; Rule 2: Line item is not having a clearing date; Rule 3:  Vendors is with Employee Vendor Account
3.	Can load, but business process will fail	Open items posted to alternative GL	Rule 1: Company must be in scope; Rule 2: Line item is not having a clearing date; Rule 3:  The Special GL Indicator field is not initial
4.	Cannot load	Open Items posted for One-Time Vendor	Rule 1: Company must be in scope; Rule 2: Line item is not having a clearing date; Rule 3:  Vendors is with One-time Vendor account
5.	Can load, but business process will fail	Parked Items need to be cleanse	Rule 1: Company must be in scope; Rule 2: Document is parked (document status = “V”)
6.	Can load, but business process will fail	Unapproved Noted Items to cleanse	Rule 1: Company must be in scope; Rule 2: Document is noted (document status = “S”)
7.	Can load, but business process will fail	Monitor documents without payment terms and payment method	Rule 1: Company must be in scope; Rule 2: Document is missing payment terms and / or payment method

Conversion Process 

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

Summarize High-Level Process. Include diagrams, where applicable. Include information supporting details of Extract, Transform and Load specific to the Data Object

Data Privacy and Sensitivity

Summarize Data Privacy and Sensitivity Requirements, if any

Extraction

Extract data from a source into Syniti Migrate. There are 2 possibilities:

1. The data exists. Syniti Migrate connects to the source and loads the data into Syniti Migrate. There are 3 methods:
   1. Perform full data extraction from relevant tables in the source system(s).
   2. Perform extraction through the application layer.
   3. Only if Syniti Migrate; cannot connect to the source, data is loaded to the repository from the provided source system extract/report.
2. The data does not exist (or cannot be converted from its current state). The data is manually collected by the business directly in Syniti Migrate. This is to be conducted using DCT (Data Collection Template) in Syniti Migrate

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
1.	Ensure source tables BKPF, BSIK, BSAK, BFOK_A are extracted in DSP according to the agreed cut-off date in the project plan	Data team
2.	Perform preliminary completeness check documented in section 5.2.8.1.1	Data team
3.	Raise issues as defects if Req # 1 to 2 are not met	Data team
4.	Repeat Req # 1 to 3 if required	Data team
5.	Report extraction result to person in charge of APOI conversion	Data team

Selection Screen

If applicable, this section will give the details on any selection screen parameters, including the parameter type, that are required to be entered to ensure consistent data extracts.

Selection Ref Screen	Parameter Name	Selection Type	Requirement	Value to be entered/set

Data Collection Template (DCT)

Target Ready Data Collection Template will be created for Data Object data with exception of some fields which require transformation as mentioned in the transformation rule.

<Object> DCT Rules

Field Name	Field Description	Rule

Field Name	Field description	Rule
region_group	ORICA region of operation	Region code derived from Company code DCT based on entered Company code. No user input required.
BKPF-BUKRS	Company Code	Drop down value from company code DCT (only with active for finance indicator)
ACDOCA-LIFNR	Vendor Account	Drop down value from Business Partner DCT as FI Vendor on required company code level
ACDOCA-UMSKZ	Special G/L Indicator	Business to determine if document should be reflected as sn special G/L transaction. Special G/L indicator is provided in the mapping table.
BKPF-XBLNR	Reference Document Number	Business to enter content as per data type and length permitted
BKPF-BLDAT	Document Date	Business to enter content as per data type and length permitted
BKPF-BUDAT	Posting Date	Default to Conversion date as per section 2
BKPF-BKTXT	Header Text	Business to enter content as per data type and length permitted
ACDOCA-SGTXT	Item Text	Business to enter content as per data type and length permitted
BKPF-WAERS	Document Currency Key	Drop down value. Exist as valid 4S Currency Key (TCURT.WAERS)
ACDOCA-WSL	Amount in Document Currency
BKPF-HWAER	Local Currency Key	Default to target Company Code Currency (T001-WAERS)
ACDOCA-HSL	Amount in Local Currency	Business to enter content. Values should be checked with decimal points for Local currency (TCURX-CURDEC)
ACDOCA-BZDAT	Value Date	Business to enter content as per data type and length permitted
ACDOCA-PRCTR	Profit Centre	Drop down value. Exist in Profit Centre DCT and assigned with the same company code
BSIK-ZLSPR	Payment Block Key	Default value to be used.
BSIK-ZLSCH	Payment Method	Drop down value. Exist as valid 4S Payment Method (T042Z-ZLSCH where T042Z-LAND1 = T001-LAND1)
BSIK-ZTERM	Payment Term	Drop down value. Exist as valid 4S Payment Term (T052-ZTERM where T052-KOART = Blank or ‘K’)
BSIK.ZFBDT	Baseline Date	Business to enter content as per data type and length permitted as per section 3. The Baseline Date will determine the calculation of Payment Due Date (Days in Payment Term + Baseline Date = Payment Due Date)
ACDOCA-RASSC	Company ID of Trading Partner	Drop down value. Exist as valid 4S Trading Partner (T880-RCOMP)
ACDOCA-ZUONR	Assignment Number	Business to enter content as per data type and length permitted
BSEG-LZBKZ	SCB Indicator	Business to enter content as per data type and length permitted
BKPF- XREF1_HD	Reference field 1 (header)	Business to enter content as per data type and length permitted
BKPF- XREF2_HD	Reference field 2 (header)	Business to enter content as per data type and length permitted
BSIK – KIDNO	Payment reference	Business to enter content as per data type and length permitted

Suggestion to add:

Decimal validation - Check table TCURX for the document currency key and if Decimals (TCURX-CURRDEC) is ‘0’, validate that no decimal value is populated.

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step description	Team responsible
1.	Any period / year end close activities have been fully completed	Business
2.	Reconciliation for intercompany payables have been completed, and adjustment made in legacy SAP system	Business
3.	Reconciliation of migrated Purchase Order is completed before the extraction of Accounts Payable Open Items	Business and Data

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 Syniti Migrate to make the data Target ready:

1. Perform value mapping and data transformation rules.
   1. Legacy values are mapped to the to-be values (this could include a default value)
   2. Values are transformed according to the rules defined in Syniti Migrate
2. Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool.  This step also produces the load data ready for business to perform Pre-load Data Validation

Transformation Run Sheet

Item #	Step description	Team responsible
1.	Ensure all the fields that require value mapping, as stipulated  Mapping tables, have the latest signed-off mapping files imported into dspMigrate.	Data team
2.	In tool, select the AP Open Items object.	Data team
3.	Go to Process Area Launch and Process the Object - AP Open Items - R3 AP Open Items.	Data team
4.	Launch the Objects to execute transformation.	Data team
5.	Monitor the transformation progress and ensure performance and completion is within allowed timeframe	Data team
6.	Generate Pre-Load reports .	Data team
7.	Generate data load count.	Data team
8.	Log errors as defects, if any and address resolutions. Close defects.	Data team
9.	Re-transform and re-validate the Pre-load reports if necessary.	Data team
10.	Validate the transformed file as part of pre-load validation, raise data defects or provide the pre-load sign-off.	Business
11.	Analyse and resolve any pre-load defects logged by business.	Data team
12.	Repeat steps 6 to 11 if necessary	Data team
13.	Proceed to pre-load validations	Data team

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source description	Target system	Target Table	Target Field	Target description	Transformation logic
1.	N/A	N/A	N/A	N/A	S/4HANA	BKPF	BELNR	Document Number	Automatic determination of the Document number in target system. Document Date from source system is migrated into field SGTXT – see transformation rule for Line Item text field below.
2.	Legacy	BKPF	BUKRS	Company Code	S/4HANA	BKPF	BUKRS	Company Code	Map from source to target using company code mapping table
3.	Legacy	BSIK	LIFNR	Vendor Account	S/4HANA	ACDOCA	LIFNR	Vendor Account	Map from source to target using Business Partner mapping table.  For Vendors, identified as Employee vendors (using Employee Vendor DCT) – post to GL account xxxxxx without any vendor.
4.	Legacy	BSIK	HKONT	GL Account	S/4HANA	ACDOCA	HKONT	GL Account	Map from source to target using G/L Account mapping table
5.	Legacy	BKPF	XBLNR	Reference Document Number	S/4HANA	BKPF	XBLNR	Reference Document Number	Copy source value.  For Vendors, identified as Employee vendors (using Employee Vendor DCT) – replace legacy value with constant “related”
6.	Legacy	BKPF	BLDAT	Document Date	S/4HANA	BKPF	BLDAT	Document Date	Copy source value
7.	Legacy	BKPF	BUDAT	Posting Date	S/4HANA	BKPF	BUDAT	Posting Date	Posting date = Conversion date (last day of month prior go-live)
8.	Legacy	BKPF	BKTXT	Header Text	S/4HANA	BKPF	BKTXT	Header Text	Copy source value.  For Vendors, identified as Employee vendors (using Employee Vendor DCT) – replace legacy value with constant “Empl related”
9.	Legacy	BSIK	SGTXT	Item Text (For offset posting to conversion take-on G/L account)	S/4HANA	ACDOCA	SGTXT	Item Text	FY+CoCode+DocNumber (example – 2018ECAU3001102743) will be used as Prefix (SGTXT). If source SGTXT is longer than 32 chars, it’ll be cut to fit. Example in S4 will be posted with SGTXT= “2018ECAU3001102743MILLER MINING”. For Vendors, identified as Employee vendors(using Employee Vendor DCT) – replace legacy value with constant “Empl related”
10.	Legacy	BSIK	WRBTR	Amount in Document Currency	S/4HANA	ACDOCA	WSL	Amount in Document Currency	Copy source value, split by profit centers if required.
11.	Legacy	BSIK	DMBTR	Amount in Local Currency	S/4HANA	ACDOCA	HSL	Amount in Local Currency	Copy source value if source currency is equal to target currency,
12.	Legacy	BSIK	DMBE3	Amount in 3rd Local Currency	S/4HANA	ACDOCA	KSL		Copy source value as the group currency does not change.
13.	Legacy	BKPF	WAERS	Document Currency	S/4HANA	BKPF	WAERS	Document Currency	Mapping table - When conversion from ‘old’ Local currency to ‘new’ Local currency applies – refer to section 2. Conversion scope of this document for more details
14.	Legacy	T001	WAERS	Local Currency	S/4HANA	BKPF	HWAER	Local Currency	Mapping table - When conversion from ‘old’ Local currency to ‘new’ Local currency applies – refer to section 2. Conversion scope of this document for more details
15.	Legacy	BSIS	VALUT	Value Date	S/4HANA	ACDOCA	BZDAT	Value Date	Copy source value
16.	Legacy	BSIS	PRCTR	Profit Centre	S/4HANA	ACDOCA	PRCTR	Profit Centre	Profit centers should be populated on the offset item - conversion take-on G/L account
17.	Legacy	BSIS	VBUND	Company ID of Trading Partner	S/4HANA	ACDOCA	RASSC	Company ID of Trading Partner	Map from source to target using Trading Partner mapping table
18.	Legacy	BSIS	ZUONR	Assignment Number	S/4HANA	ACDOCA	ZUONR	Assignment Number	Copy source value. For Vendors, identified as Employee vendors(using Employee Vendor DCT) – replace legacy value with constant “Empl related”
19.	Legacy	BSIK	UMSKZ	Special G/L Indicator	S/4HANA	BSIK	UMSKZ	Special G/L Indicator	Map from source to target using Special G/L Indicator mapping table.
20.	Legacy	BSIK	ZLSPR	Payment Block Key	S/4HANA	BSIK	ZLSPR	Payment Block Key	Map from source to target using Payment Block Key mapping table
21	Legacy	BSIK	ZLSCH	Payment method	S/4HANA	BSIK	ZLSCH	Payment method	Map from source to target
22.		BSIK	ZTERM	Payment Term	S/4HANA	BSIK	ZTERM	Payment Term	Map from source to target using Payment term mapping table
23.	Legacy	BSIK	ZFBDT	Baseline Date	S/4HANA	BSIK	ZFBDT	Baseline Date	Copy source value
24.  P	Legacy	BSIK	KIDNO	Payment reference	S/4HANA	BSIK	KIDNO	Payment reference	Copy source value
25.	Legacyor DCT	BSIK	EBELN	Purchasing document	S/4HANA	BSIK	EBELN	Purchasing document	Map it to PO. Open PO cross reference table is used for mapping in both cases.
26.	Legacy or DCT	BSIK	EBELP	Purchasing document item	S/4HANA	BSIK	EBELN	Purchasing document item	Map it to PO item. Open PO cross reference table is used for mapping.

Transformation Mapping

Use the exact name and reference this section in the “Transformation rules” above

Mapping Table Name	Mapping Table Description

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible

Pre-Load Validation

Project Team

The following pre-load validations will be performed by the Project Team.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

The following pre-load validations will be performed by the business.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Load

The load process includes:

1. Execute the automated data load into target system using load tool or product the load file if the load must be done manually
2. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation

Load Run Sheet

Item #	Step Description	Team Responsible

Load Phase and Dependencies

Identify the phase as to “when” the load for this object will occur. <Pre-Cutover, Cutover, Post Cutover> and list the steps that need to occur before the load can commence

Configuration

List the Configurations required before loading can commence 

Item #	Configuration Item

 Conversion Objects

Object #	Preceding Object Conversion Approach
	list the exact title of the conversion object of only the immediate predecessor – this will then confirm the DDD (Data Dependency Diagram)

Error Handling

The table below depicts some possible system errors for this data object during data load.  All data load error is to be logged as defect and managed within the Defect Management

Error Type	Error Description	Action Taken

Post-Load Validation

Project Team

The following post-load validations will be performed by the Project Team.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

The following post-load validations will be performed by the business.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load. 
• Data Object is in scope based on data design and any exception requested by business.

Any additional key assumptions.

Change log

Workflow history