Status

Owner

BUOSI-ext, Angelo CHAN-ext, Beng Chee 

StakeholdersThe 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 upload data in S/4 HANA.

Summarise how the data is currently utilized and set up in the legacy system/s and how object is intended to be represented in S/4, and any other relevant information


Conversion Scope

The scope of this document covers the approach for converting active Purchasing Info Records from legacy SAP ECC systems (PF2, WP2) into SAP S/4HANA, following the Procurement Master Data Design Standard.

For Syensqo, Info Records will be migrated to support operational purchasing, sourcing strategies, and integration with Ariba. These records will be validated, cleansed, and created centrally using the defined template and mapped fields.

From the current system landscape, Info Record data exists separately in the legacy systems (PF2 and WP2), with potential discrepancies in vendors, materials, pricing conditions, or purchasing organizations. Harmonization and validation are required to ensure accurate and consolidated data in S/4HANA. While PF2 and WP2 serve as source systems, extensive mapping and transformation logic will be necessary to produce properly formatted load templates in line with the target design.



The data from legacy system includes:

  1. Uncleansed data with Duplicated records


The data from legacy system excludes:

  1. EINA-LOEKZ - General Record marked for deletion
  2. EINE-LOEKZ - Purchasing Organization marked for deletion
  3. Vendors that are marked for deletion and are part of an Info Record
  4. Materials that are marked for deletion and are part of an Info Record
  5. Materials / Vendors / Plants that are Out of Scope


List of source systems and approximate number of records
SourceScope

Source Approx No. of Records

Target SystemTarget Approx

No. of Records

PF2

The Purchasing Info Records 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 on including any relevant data from Source Systems.

Any additional data that need to be created to support the new design may be added in the DCT.

A data review and standardization will be done across all Info Records in the DCT. 

125,000

S4H

125,000

WP2



S4H

WXP



S4H

Additional Information

Multi-language Requirement

Purchasing Info Records (PIRs) themselves do not directly support multiple languages within the same record. However, texts associated with an Info Record, such as purchase order texts, info record texts, or material descriptions, can be maintained in multiple languages. In that case the following languages can be applied:


International Version

Description

C

Simplified Chinese

R

Cyrillic

K

Kanji (Japanese)

A

Arabic

3

Korean

T

Thai

H

Hangul



Document Management

Summarize Document Management requirement, if any

Legal Requirement

Legal requirements might be 

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.

TableFieldData ElementField DescriptionData TypeLengthRequirement

S_EINA

INFNR


Legacy Number of Purchasing Info Record

Text

80    

mandatory for sheet


S_EINA

MATNR


Product Number

Text

80    

Deduplication Criteria for Info Records

Criteria / Field: Vendor Number (LIFNR) + Material Number (MATNR)

Match Type: Exact match (subjected to conversion)

Context: Key combination for identifying Info Record duplicates

S_EINA

MATKL


Product Group

Text

80    


S_EINA

LIFNR


Supplier's Account Number

Text

80    

mandatory for sheet

Deduplication Criteria for Info Records

Criteria / Field: Vendor Number (LIFNR) + Material Number (MATNR)

Match Type: Exact match (subjected to conversion)

Context: Key combination for identifying Info Record duplicates

S_EINA

TXZ01


Short Text for Purchasing Info Record

Text

40    

Optional

S_EINA

SORTL


Sort Term for Non-Stock Info Records

Text

10    

Optional

S_EINA

MEINS


Order Unit (ISO Format)

Text

80    


Deduplication Criteria for Info Records

Criteria / Field: Order Unit

Match Type: Exact

Context: If unit of measure differs, treat as separate unless business allows for equivalence. To be also considered that the UoM might be relevant for a Data Mapping

S_EINA

UMREZ


Numerator for Conversion of Order Unit

Number

5     

Optional

S_EINA

UMREN


Denominator for Conversion of Order Unit

Number

5     

Optional

S_EINA

IDNLF


Product Number Used by Supplier

Text

35    

Optional

S_EINA

VERKF


Salesperson Responsible

Text

30    

Optional

S_EINA

TELF1


Supplier's Telephone Number

Text

16    

Optional

S_EINA

MAHN1


Days for First Reminder/Expediter

Number

3     

Optional

S_EINA

MAHN2


Days for Second Reminder/Expediter

Number

3     

Optional

S_EINA

MAHN3


Days for Third Reminder/Expediter

Number

3     

Optional

S_EINA

LMEIN


Base Unit of Measure (ISO Format)

Text

80    

Optional

S_EINA

VABME


Variable Purchase Order Unit Active

Text

80    

Optional

S_EINAOptional

WGLIF


Supplier Product Group

Text

18    

Optional

S_EINA

KOLIF


Prior Supplier

Text

80    

Optional

S_EINA

URZLA


Country/Region of Origin

Text

80    

Optional

S_EINA

REGIO


Region

Text

80    

Optional

S_EINA

MFRNR


Manufacturer

Text

80    

Optional

S_EINA

LIFAB


Available (Deliverable) From

Date

8


Deduplication Criteria for Info Records

Criteria / Field: Available (LIFAB to LIFBI)

Match Type: Overlapping / Redundant

Context: Overlaps with same values may indicate duplicates; date ranges must be validated.

S_EINA

LIFBI


Available (Deliverable) Until

Date

8


Deduplication Criteria for Info Records

Criteria / Field: Available (LIFAB to LIFBI)

Match Type: Overlapping / Redundant

Context: Overlaps with same values may indicate duplicates; date ranges must be validated.

S_EINA

RELIF


Indicator: Regular Supplier

Text

1     


S_EINA_TEXT

INFNR


Legacy Number of Purchasing Info Record

Text

80    

mandatory for sheet

S_EINA_TEXT

TDSPRAS


Language Key

Text

80    

mandatory for sheet

S_EINA_TEXT

TEXT


Text

Text

unrestricted

mandatory for sheet

S_EINE

INFNR


Legacy Number of Purchasing Info Record

Text

80    

mandatory for sheet

S_EINE

EKORG


Purchasing Organization

Text

80    

mandatory for sheet

S_EINE

ESOKZ


Purchasing Info Record Category

Text

80    

mandatory for sheet

Deduplication Criteria for Info Records

Criteria / Field: Info Category (ESOKZ)

Match Type: Exact

Context: Different categories (Standard, Subcontracting, Pipeline, Consignment) should not be merged

S_EINE

WERKS


Plant

Text

80    


Deduplication Criteria for Info Records

Criteria / Field: Plant (WERKS)

Match Type: Exact match (subjected to conversion)

Context: Relevant criteria when using plant-specific info records (EINE)

S_EINE

EKGRP


Purchasing Group

Text

80    

Optional

S_EINE

WAERS


Currency Key(ISO Format)

Text

80    


Deduplication Criteria for Info Records

Criteria / Field: Currency (WAERS)

Match Type: Exact

Context: Currency mismatch may indicate different sourcing.

S_EINE

MINBM


Minimum Purchase Order Quantity

Number

13    

Optional

S_EINE

NORBM


Standard Purchase Order Quantity

Number

13    

mandatory for sheet

S_EINE

APLFZ


Planned Delivery Time in Days

Number

3     

Optional

S_EINE

UEBTO


Overdelivery Tolerance Limit

Number

3     

Optional

S_EINE

UEBTK


Indicator:Unlimited Overdelivery Allowed

Text

1     

Optional

S_EINE

UNTTO


Underdelivery Tolerance Limit

Number

3     

Optional

S_EINE

BWTAR


Valuation Type

Text

10    

Optional

S_EINE

MTXNO


Ind: Prod. Master Rec. PO Text Not Rele.

Text

1     

Optional

S_EINE

WEBRE


Indicator: GR-Based Invoice Verification

Text

1     

Optional

S_EINE

KZABS


Ind: Order Acknowledgment Requirement

Text

1     

Optional

S_EINE

MWSKZ


Tax on Sales/Purchases Code

Text

80    

Optional

S_EINE

TXDAT_FROM


Valid-From Date of the Tax Rate

Date


Optional

S_EINE

EVERS


Shipping Instructions

Text

80    

Optional

S_EINE

BSTAE


Confirmation Control Key

Text

80    

Optional

S_EINEOptional

XERSN


Ind: No Evaluated Receipt Settlem. (ERS)

Text

1     

Optional

S_EINE

MHDRZ


Minimum Remaining Shelf Life

Number

4     

 Optional

S_EINE

IPRKZ


Period Ind. for Min. Remain. Shelf Life

Text

80    

 Optional

S_EINE

BSTMA


Maximum Purchase Order Quantity

Number

13    

 Optional

S_EINE

EXPRF_LAND1


Foreign Trade: Country/Region

Text

80    

 Optional

S_EINE

EXPRF


Foreign Trade: Procedure

Text

80    

 Optional

S_EINE

RDPRF


Rounding Profile

Text

80    

 Optional

S_EINE

VENDOR_RMA_REQ


Supplier RMA Number Required

Text

80    

 Optional

S_EINE

AUT_SOURCE


Relevant for Automatic Sourcing

Text

80    

 Optional

S_EINE

SKTOF


Ind: Item Does Not Qualify for Cash Disc

Text

1     

 Optional

S_EINE

MEPRF


Price Determinat. (Pricing) Date Control

Text

80    

 Optional

S_EINE

INCOV


Incoterms Version

Text

80    

 Optional

S_EINE

INCO1


Incoterms

Text

80    

Mapping Table:

Execute a mapping in order to identify the relevant Incoterm to be used

This document (page 11) contains the valid Incoterms to be used: https://docs.google.com/document/d/1tlduZgiMCNiqAjiUA29J-KfihW7hPWAe/edit?tab=t.0

S_EINE

INCO2_L


Incoterms Location 1

Text

70    

 Most of the incoterms make this field mandatory. In case the source is empty for this field, raise an error in a report.

List of necessary Incoterms Location

S_EINE

INCO3_L


Incoterms Location 2

Text

70    

 

S_COND

INFNR


Legacy Number of Purchasing Info Record

Text

80    

mandatory for sheet

S_COND

EKORG


Purchasing Organization

Text

80    

mandatory for sheet

S_COND

ESOKZ


Purchasing Info Record Category

Text

80    

mandatory for sheet

S_COND

WERKS


Plant

Text

80    

 

S_COND

KOPOS


Condition Sequence Number

Number

2     

mandatory for sheet

S_COND

COND_TYPE


Condition Type

Text

80    

mandatory for sheet

S_COND

VALID_FROM


Valid From

Date

 

mandatory for sheet

S_COND

VALID_TO


Valid To

Date

 

mandatory for sheet

S_COND

KRECH


Calculation Type

Text

80    

 

S_COND

KBETR_EXT


Amount

Number

31    


Deduplication Criteria for Info Records

Criteria / Field: Net Price (NETPR) for Condition PB00

Match Type: Numeric match / tolerance

Context: Tolerate small differences (e.g., ±1%) due to rounding across systems

S_COND

KONWA


Condition Unit (Currency or Percentage)

Text

80    

 

S_COND

KPEIN


Condition Pricing Unit

Number

5     

 

S_COND

KMEIN


Condition Unit of Measure ISO

Text

80    

 

S_COND

KUMZA


Numerator for Conversion

Number

5     

 

S_COND

KUMNE


Denominator for Conversion

Number

5     

 

S_COND

MEINS


Base Unit of Measure ISO

Text

80    

 

S_COND

KONMS


Condition Scale Unit of Measure ISO

Text

80    

 

S_COND

EXCLUSION_IND


Condition Exclusion Indicator

Text

80    

 

S_SCALES

INFNR


Legacy Number of Purchasing Info Record

Text

80    

mandatory for sheet

S_SCALES

EKORG


Purchasing Organization

Text

80    

mandatory for sheet

S_SCALES

ESOKZ


Purchasing Info Record Category

Text

80    

mandatory for sheet

S_SCALES

WERKS


Plant

Text

80    

 

S_SCALES

KOPOS


Condition Sequence Number

Number

2     

mandatory for sheet

S_SCALES

COND_TYPE


Condition Type

Text

80    

mandatory for sheet

S_SCALES

VALID_FROM


Valid From

Date

 

mandatory for sheet

S_SCALES

VALID_TO


Valid To

Date

 

mandatory for sheet

S_SCALES

LINE_NO


Scale Item Number

Number

4     

mandatory for sheet

S_SCALES

KSTBM


Scale Quantity

Number

15    

 

S_SCALES

KBETR


Scale Rate

Number

31    

 

S_SCALES

SCALE_VAL


Scale Value

Number

28    

 

S_SCALES

KBETR_VAL


Scale Rate

Number

31    

 

S_EINE_TEXT

INFNR


Legacy Number of Purchasing Info Record

Text

80    

mandatory for sheet

S_EINE_TEXT

EKORG


Purchasing Organization

Text

80    

mandatory for sheet

S_EINE_TEXT

ESOKZ


Purchasing Info Record Category

Text

80    

mandatory for sheet

S_EINE_TEXT

WERKS


Plant

Text

80    

 

S_EINE_TEXT

TDSPRAS


Language Key

Text

80    

mandatory for sheet

S_EINE_TEXT

TEXT


Text

Text

unrestricted

mandatory for sheet



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.


IDCriticalityError Message/Report DescriptionRuleOutputSource System

1094-001

C1

PIR missing in required Purchase organisation/Plant

1) For all Procured materials PIR should be created, identify the recods not having a PIR



1094-002

C1

Duplicate PIRs should be removed

1) Identify duplicate PIR's using the following criteria:
Material number is the same
Vendor is the same
Plant is the same???
P Orgo Same???
Duplicate is where multiple PIR's exist for for the same Material/Vendor combination



1094-003

C1

Valid Period

1) Only migrate PIRs with valid future dates. Like the Valid To date is in the future or not expired
Check fields EINA-URZDT (Certificate of Origin Valid Until), EINE-PRDAT (Price valid until)



1094-004

C1

Missing Core Data

1) Investigate/Exclude PIRs missing critical fields such as Vendor, Material, Purchase org, Plant, Info record type, Prices and conditions. Tolerance limits, Planned delivery time
These fields are also critical -
Std quantity & Minimum order quantity
UoM



1094-005

C2

Archiving Indicator

1) Exclude from selection of PIRs the ones marked for deletion or archiving
Check Fields: EINA-LOEKZ or EINE-LOEKZ
Check archiving indicator



1094-006

C2

Compare Supplier and PIR validity period/condition

1) Exclude PIRs from the selection when the Vendor or Material is marked for deletion



1094-007

C2

Check validity period of Purchasing Price (PB00)

1) Check whether the Purchasing Price condition (PB00) has a valid From/To period (the range must include today's date). If the period is not within the valid range, skip the record and do not create it.
2) Additionally if the Purchasing Info Record does not have a price condition (PB00) assigned, do not create the Info Record.



1094-008

C1

Exclude records where the material is not active and/or Vendor is not active

1) Exclude records where the material and Vendor is not active,
2) Implement a rule to exclude Info Records where the material (EINA-MATNR) is not active in Material table.
Note: PIR without material is only allowed where the material is an indirect material. (Is this so in this project)



1094-009

C2

PIR's without materials

1) PIR without material is only allowed where the material is an indirect material. (Is this so in this project)
Where a PIR does not have a material, then verify the Material Group should not be for direct materials.



1094-010

C2

PIR Intercompany in scope

1) Vendor in info record must be the vendor assigned with supplying plant
2) PIRs with PO history less than 2 or 3 years
3. Latest Price condition






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 DescriptionTeam Responsible
1Extract data from source system based on relevancy ruleSyWay Data Team
2Google Sheet report pre-populated with PF2 and WP2 information to be generated based on relevancy criteria. SyWay 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 ScreenParameter NameSelection TypeRequirementValue 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 NameField DescriptionRule












Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #Step DescriptionTeam Responsible













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 DescriptionTeam Responsible













Transformation Rules

Rule #Source systemSource TableSource FieldSource DescriptionTarget SystemTarget TableTarget FieldTarget DescriptionTransformation Logic









































Transformation Mapping

Use the exact name and reference this section in the “Transformation rules” above
Mapping Table NameMapping Table Description








Transformation Dependencies

List the steps that need to occur before transformation can commence
Item #Step DescriptionTeam Responsible













Pre-Load Validation

Project Team

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

Completeness

TaskAction
titlespecific details of what and how the task needs to be performed e.g. which reports are being used etc.





Accuracy

TaskAction
titlespecific 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

TaskAction
titlespecific details of what and how the task needs to be performed e.g. which reports are being used etc.





Accuracy

TaskAction
titlespecific 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 DescriptionTeam 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 TypeError DescriptionAction Taken










Post-Load Validation

Project Team

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

Completeness

TaskAction
titlespecific details of what and how the task needs to be performed e.g. which reports are being used etc.





Accuracy

TaskAction
titlespecific 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

TaskAction
titlespecific details of what and how the task needs to be performed e.g. which reports are being used etc.





Accuracy

TaskAction
titlespecific 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