Status
Owner	BUOSI-ext, Angelo MADHOK-ext, Jasleen
Stakeholders	The business stakeholders involved in making, reviewing, and endorsing this decision. Type @ to mention people by name

Purpose

This document outlines the conversion strategy for migrating Source List data from SAP ECC systems to SAP S/4HANA.

In the legacy systems, Source List entries may be duplicated, outdated, or inconsistently maintained across plants and purchasing organizations. Some entries reference inactive vendors or materials and contain obsolete validity dates. As per SyWay standards, Source List data will be rationalized and aligned to the new S/4HANA data model.

---CHECKLIST---

• Logical Source and Target Systems are identified. 
• Processing Type is specified (i.e. Direct Input, BAPI, IDoc, Web Service, OData API, etc.)
• Standard or custom load program name/BAPI/IDoc is specified to support this functionality.
• Data Mapping is provided for mappings which are not obvious to a suitably-skilled and experienced developer
• All translation requirements are clearly defined (including data validation rules, data derivation/calculation and default values, if applicable)Input and/or Output file layouts are provided for all record types possible
• Transaction volume is specified / Execution frequency is specified / Restart/Recovery requirements have been defined
• Error handling requirements are specified, including alerting requirement and expected action on failure. 
• Application log requirement if applicable to be specified. 

--- Additional topics to check---

• Rules for Data Merging (all systems)

Conversion Scope

The objective is to convert active and relevant Source List entries from legacy systems (PF2, WP2) into S/4HANA in accordance with the Source List Master Data Design.

The Source List in SAP defines the approved supply source(s) for a specific material over a given timeframe and plant. It plays a critical role in the Source-to-Pay process, particularly in automatic sourcing and purchase requisition conversion.

The legacy systems already use Source List functionality, but the structure, completeness, and business relevance vary. A cleansing and standardization process will be undertaken to ensure only valid, non-redundant records are transitioned.

The data from legacy system includes:

1. Valid Source List entries with active Vendor and Material

2. Entries with current or future Validity Period

3. Plant (when applicable) and Purchasing Organization combinations relevant to the business scope

4. Fixed vendor flags and quota arrangements, if maintained

The data from legacy system excludes:

1. Entries with deletion indicators

2. Expired entries with no future relevance

3. Entries referring to blocked materials or vendors

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
P2F	The Source List will be extracted/collected via DCT. An initial extract of the relevant data will be provided in Google Sheet format to assist business in decision making. Any additional data that need to be created to support the new design may be added in the DCT.	217.793	S4H	180.000
WP2		139.062	S4H	90.000

Data will be extracted via Syniti Migrate and formatted into DCTs (Data Collection Templates). Business users will validate and confirm the relevance of each entry.

Additional Information

Multi-language Requirement

Descriptions are not applicable for Source List records, but Plant and Purchasing Organization descriptions may be presented in English and logon language if available.

Document Management

N/A

Legal Requirement

N/A

Special Requirements

Processing Type ETL: 

The extraction and transformation will be done by Syniti, while the loading will be executed by a Standard tool of SAP Migration Cockpit.

• E - Extraction: Data will be Extracted from at least two source systems. This process will be executed by Syniti
• T - Transform: Data will be Cleansed, Transformed, Merged, and staging areas of Migration Cockpit will be updated by Syniti
• L - Loading: Data will be Loaded using the Migration Cockpit

Target Design

The technical design of the target system for this conversion approach is detailed below. All fields subject to mapping tables are highlighted in orange for clarity.

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
S_EORD	ZEORD		Number of Source List Record (Legacy)	CHAR	20	The field is auto generated
S_EORD	MATNR		Product Number	CHAR	80	Check scope: skip records where the Material is Out of Scope For the records in scope, apply a data conversion *a mapping table should be used to easily identify and reference the legacy INFNR values, ensuring consistent and traceable mapping to the target system during the data migration process.
S_EORD	WERKS		Plant	CHAR	80	Check scope: skip records where the Site is Out of Scope For the records in scope, apply a data conversion
S_EORD	VDATU		Source List Record Valid From	DATE	8
S_EORD	BDATU		Source List Record Valid To	DATE	8	*Do not send records that have this field in the past, those should be excluded during the Extraction.
S_EORD	LIFNR		Supplier's Account Number	Text	80	Check scope: skip records where the Vendor is Out of Scope For the records in scope, apply a data conversion
S_EORD	EKORG		Purchasing Organization	Text	80	Check scope: skip records where the Purchasing Organization is Out of Scope For the records in scope, apply a data conversion
S_EORD	TYPE		Agreement Type	Text	1
S_EORD	EBELN		Outline Purchase Agreement Number	Text	80
S_EORD	EBELP		Agreement Item	Number	5
S_EORD	FLIFN		Indicator: Fixed Supplier	Text	1
S_EORD	NOTKZ		Indicator: Blocked	Text	1
S_EORD	AUTET		Source List Usage in Products Planning	Text	80

Data Cleansing

Standardization activities include:

ID	Criticality	Error Message/Report Description	Rule	Output	Source System
1097-001	C1	Removal of duplicates	Since we may have multiple source systems, is possible to exist this scenario
1097-002	C1	Elimination of expired entries	Remove expired dates before upload the date
1097-003	C1	Alignment with valid vendor-material combinations	Identify whether the info record exists
1097-004	C1	Standardizing date formats and flags	Check whether the date format is correct according to the users language

Conversion Process

The conversion process begins with the extraction of Source List records from ECC systems based on relevancy criteria. These records are pre-validated to ensure referenced materials and vendors are active and valid. The validated data is then loaded into the DCT where cleansing, standardization, and transformation activities are performed. Once complete, the business reviews the entries and confirms readiness. Following this, load files are prepared and test loads are executed for validation. If successful, a full data load is carried out into S/4HANA, followed by a post-load validation to confirm completeness and accuracy.

Data Privacy and Sensitivity

N/A

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

Relevancy Rules

During data migration for Purchasing Info Records (Info Records), relevancy rules ensure that only valid, useful, and up-to-date records are included in the target SAP S/4HANA system.

• Material and Vendor must exist in the target system. Only include Info Records where both MARA-MATNR and LFA1-LIFNR are valid and being migrated to S4Hana;
• Purchasing Organization and Plant must be relevant (already present in the target system). Only include Info Records for Purchasing Orgs (EINE-EKORG) and Plants (EINE-WERKS) in scope;
• Info Record must be active and relevant to external procurement;
• Recent activity (present in any PO) or validity period (EINE-DATAB / EINE-DATBI). Include only if conditions are valid in the last 3-5 years or used in POs recently (to check EKPO, EKBE);
• Exclusion of deleted (EINA-LOEKZ) or blocked records (LFA1-SPERR). Exclude Info Records where deletion/block flags are set on vendor, material, or info record;
• Valid pricing conditions must exist (check validity period of conditions like PB00). Include only Info Records that has a Price (EINE-NETPR);
• Deduplication: Rule to be confirmed by Business

Extraction Run Sheet

Req #	Requirement Description	Team Responsible
001	Extract data from source system based on relevancy rule	SyWay Data Team
002	Google Sheet report pre-populated with PF2 and WP2 information to be generated based on relevancy criteria.	SyWay Data Team
003	Only extract data that is NOT marked for deletion Where: EINA-LOEKZ = ””	SyWay Data Team
004	Only extract records that are still valid Where: EINA-LIFBI >= Today’s date	SyWay Data Team
005	Extract Info Records for Vendors that are NOT marked for deletion and are part of an Info Record	SyWay Data Team
006	Extract Info Records for Vendors that are in scope	SyWay Data Team
007	Extract Info Records for Materials that are NOT marked for deletion and are part of the respective Info Record	SyWay Data Team
008	Extract Info Records for Materials that are in scope	SyWay Data Team
009	Extract Info Records for Plants that are in scope. Do this check when EINE-WERKS is different than initial	SyWay Data Team
010	Extract Info Records for Purchasing Organizations that are in scope. Do this check when EINE-EKORG is different than initial

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
EORD-MATNR	Material Number	Only select the materials that are in scope
EORD-WERKS	Plant	Only select the plants that are in scope
EORD-BDATU	Valid-to Date	Only select entries that are bigger or equal today's date
EORD-LIFNR	Vendor Number	Only select the vendors that are in scope
EORD-EKORG	Purchasing Organization	Only select the Purchasing Organization that are in scope

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible
001	Vendor - The Info Record is created for a specific vendor, therefore the vendor must exist and be active	S2P
002	Material - The Info Record is for a specific material, therefore the material must exist and be active	S2P
003	Purchasing Organization - Mandatory organizational level (configuration). Must be valid for both the vendor and material	S2P
004	Plant (optional) - If a plant-specific Info Record is used, the plant must be valid (included on scope) and maintained	FICO
005	Currency & UoM - Must align with vendor master and material master data	S2P
006	Tax Code - Should exist in system and be consistent with vendor's country and plant region	S2P
007	Vendor Master Settings - The vendor must have the purchasing organization maintained in purchasing view	S2P

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
001	Identify target S/4HANA fields and determine applicable legacy source fields from both ECC systems WP2, PF2	Functional Team (S2P)+ Data Team (S2P)
002	Map legacy field values to S/4HANA target values (including field-level mapping and technical names)	Data Team (S2P), Data Team (Syniti)
003	Define value mapping rules for fields requiring standardization or harmonization across the two source systems WP2 and PF2.	Functional Team (S2P)+ Data Team (S2P)
004	Identify and agree on default values where legacy data is incomplete or inconsistent	Business Team + Functional Team (S2P)
005	Configure transformation rules in Syniti Migrate (including calculated fields, formatting rules, etc.)	Data Team (Syniti), Data Team (S2P)
006	Review transformation logic and mappings with Business for confirmation	Business Team + Functional Team (S2P)
007	Perform initial transformation run and generate draft target-ready dataset	Data Team (Syniti),
008	Review draft target-ready data for structure and completeness	Data Team (S2P), Functional Team (S2P)
009	Share transformed data with Business for Pre-load Validation	Business Team
010	Incorporate feedback from Business and refine mappings or transformation logic as needed	Data Team (S2P)
011	Finalize and approve transformed data as Target Ready Load File	Business + Functional (S2P) + Data Team (S2P)
012	Handover final file to Load Team or trigger the load via Syniti Load Workbench	Data Team (Syniti), Data Load Team

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic
001	Legacy	EORD	MATNR	Material	S/4HANA	EORD	MATNR	Material	Select the new Material Code from the mapping table and update the corresponding target structure accordingly
002	Legacy	EORD	LIFNR	Vendor	S/4HANA	EORD	LIFNR	Vendor	Select the new Vendor Code from the mapping table and update the corresponding target structure accordingly
003	Legacy	EORD	MEINS	Order Unit	S/4HANA	EORD	MEINS	Order Unit	Select the new Order Unit Code from the mapping table and update the corresponding target structure accordingly.
004	Legacy	EORD	WERKS	Plant	S/4HANA	EORD	WERKS	Plant	Select the new Plant Code from the mapping table and update the corresponding target structure accordingly

Transformation Mapping

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

Mapping Table Name	Mapping Field Name	Mapping Table Description
LIFNR	LIFNR	<Vendor>
MATNR	MATNR	<Material>
WERKS	WERKS	<Plant>
EKORG	EKORG	<Purchasing Organization>
EKGRP	EKGRP	<Purchasing Group>
MATKL	MATKL	<Material Group>
MEINS	MEINS	<Unit of Measure>

Proposal for mapping Tables

Vendors - all fields are key on the table

Create the mapping table LIFNR with the following structure

Source-Target System ID	From - Vendor	To - Vendor
DF2|XX1	001000123	003000010
WD2|XX2	001000567	003000010

 

Materials - all fields are key on the table

Create the mapping table MATNR with the following structure

Source-Target System ID	From - Material	To - Material
DF2|XX1	700000123	750
WD2|XX2	435679	750

 

Plant - all fields are key on the table

Create the mapping table WERKS with the following structure

Source-Target System ID	From - Plant	To - Pant
DF2|XX1	1000	C901
WD2|XX2	1000	D901

 

Purchasing Organization - all fields are key on the table

Create the mapping table EKORG with the following structure

Source-Target System ID	From - Purch Org	To - Purch Org
DF2|XX1	3000	D903
WD2|XX2	3000	D901

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible
001	Org structure configuration is complete	Functional Team (S2P) + Data Team (S2P)
002	Value Mapping Tables are complete	Functional Team (S2P) + Data Team (S2P)
003	Dependent Master Data records for Materials / Vendors are loaded	Functional Team (S2P) + Data Team (S2P)

Pre-Load Validation

Project Team

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

Completeness

Task	Action
Configuration	Ensure necessary configurations are in place in target system and field mapping
Review Mapping Table	Ensure all the source organization units are mapped with target values
Check Values	Validate the pre-load data confirming the values are aligned with target system format and
Validate template structure and required field population	Ensure mandatory fields are filled in
Total number of records	SyWay S2P Data Team to verify that the total number of relevant records from the  DCT is equal to the total number of records in the Preload and Load Sheets.

Accuracy

Task	Action
Review Mapping Table	Ensure all the source organization units are mapped with target values
Check mapping rules against configuration	Cross-check mapping sheet with customizing entries
Set up validation rules based on target table and fields	Use rule-based validation and lookups against master data (e.g., EORD)
Perform format validation (date, currency, decimal separators)	Standardize format to match SAP accepted input (e.g., YYYYMMDD for dates)
Implement logic to detect duplicate records	Example: Run duplicate checks using key combinations (e.g., MATNR + EKORG + WERKS)
Conduct dry runs using LTMC or BAPIs and review logs	Analyze load results and correct format or conversion errors

Business

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

Completeness

Task	Action
Check whether the total number of records meet the final result after Data Cleansing	Check the total number of records and compare the source system against SAP S4Hana
Review populated templates for missing or incorrect values	Use checklists to verify completeness and correctness before submission
Ensure all required fields were properly  covered	Confirm that vendor/ material/ plant were properly transformed and are not miss

Accuracy

Task	Action
Conversion Accuracy	Verify that all fields below meet pass the checks:  - Mandatory Fields - Field and Value Mapping Correctness - Check whether the all Business Rules proposed were respected
Review Error Reports	Review and correct the errors. Achieve a zero-error record count as much as possible. Raise defects for data remediated and requiring a correction in the source data.

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
001	Confirm readiness of final approved data sets for each ECC source system WP2 and PF2	Business / Functional Team
002	Validate transformation rules and mappings in Syniti tool	Data Team (S2P-Data)
003	Generate target-ready load files based on S/4HANA table format	Data Team (Syniti)
004	Review and approve load files before execution	Business / Functional Team
005	Execute automated data load using Syniti into the S/4HANA system (or generate manual load files if required)	Data Team (Syniti)
006	Monitor load progress and capture load statistics (records loaded, errors, duplicates, etc.)	Data Team (Syniti) / Technical Team
007	Extract loaded data from S/4HANA for post-load validation	Data Team (Syniti)
008	Perform post-load data validation (compare target data with source/approved files)	Data Team (S2P-Data)
009	Log and resolve any data load errors or mismatches identified during validation	Data Team (S2P-Data) + Functional Team
010	Obtain business sign-off on successful load and validation	Business Team
011	Generate post load report is all steps are validated	Data Team (S2P-Data) / Data Team (Syniti
012	Archive load logs, error reports, and validation results for audit/compliance	Data Team (S2P-Data) / Data Team (Syniti) / PMO

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
Configurations	Ensure configurations related to Info Records and Purchasing Conditions are active
Organization Data	Ensure configurations for all the organization units in the current scope are imported into the target system

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
Modify a Source List record	Execute the modification of an existing record, and check if can be successfully saved
Compare uploaded data against source file values	Use Custom reconciliation tools or Excel based comparison tools to validate the following ensure number of records loaded  meets the load file record volume
For Purchasing price, perform technical reconciliation with database tables (e.g., KONH, KONP)	Query SAP tables and match field-level values using SE16N or custom report
Check for load errors or partial loads in AIF or LTMC	Review IDocs, BDC, or Legacy Transfer Migration Cockpit LTMC logs for any failures

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.

See also

Insert links and references to other documents which are relevant when trying to understand this decision and its implications. Other decisions are often impacted, so it's good to list them here with links. Attachments are also possible but dangerous as they are static documents and not updated by their authors.

Change log

Workflow history