Status
Owner	The person responsible for driving this decision and documenting it. Type @ to mention people by name
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 for Quota Arrangements to be uploaded into SAP S/4HANA as part of the Procurement Data Migration. Quota Arrangements are used to determine the distribution of procurement quantities across multiple sources of supply, providing control over vendor sourcing allocations.

---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---

• Update the Data Volume with a actual figures
• Rules for Data Merging (all systems)
• Mapping Rules & Conversion Rules

Conversion Scope

This conversion approach covers active and relevant Quota Arrangements maintained at the material, plant, and source (vendor or source list) level. Records from legacy ECC systems (e.g., PF2, WP2) will be extracted, validated, transformed, and loaded into the S/4HANA system.

Only quota entries linked to valid material and vendor combinations and with an active allocation percentage will be considered in scope. Obsolete, deleted, or inactive quota records will be excluded. The harmonization process will align multiple legacy records into a consistent target format.

The data from legacy system includes:

1. - Materials that are in scope for conversion
2. Vendors that are valid and active in the target system
3. Quota Arrangements with non-zero quota % and valid plant/material/vendor combinations
4. Entries with recent procurement activity (last 3–5 years)

The data from legacy system excludes:

1. Entries marked for deletion (QMAT-LOEKZ)
2. Obsolete vendors or materials not migrated
3. Quotas with zero allocation or expired validity period

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records

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

Quota Arrangement will be loaded into SAP S/4HANA using standard structures:

• Table: QMAT (Quota Arrangement by Material)
• Fields: MATNR, WERKS, LIFNR, KNTTP, KZUST, ANZQU, DATBI, DATAB, etc.
• The data must match the material master, vendor master, and source list configurations. 

The technical design of the target for this conversion approach.

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
EQUK	MANDT	MANDT	Client	CLNT	3	Chave
EQUK	MATNR	MATNR	Material Number	CHAR	18‑40*	Chave
EQUK	WERKS	WERKS_D	Plant	CHAR	4	Chave
EQUK	BDATU	QUOBI	Quota arrangement period valid until	DATS	8	Chave
EQUK	VDATU	QUOAB	Quota arrangement period valid from	DATS	8	Opcional
EQUK	QUNUM	QUNUM	Number of quota arrangement	CHAR	10	Opcional
EQUK	ERDAT	ERDAT	Date on which record was created	DATS	8	Opcional
EQUK	ERNAM	ERNAM	Name of person who created the object	CHAR	12	Opcional
EQUK	SCMNG	SCMNG	Minimum quantity for splitting quota	QUAN	15.3	Opcional
EQUK	CHANGEDON	TIMESTAMPL	UTC timestamp when record was changed	DEC	21	Opcional
EQUP	MANDT	MANDT	Client	CLNT	3	Chave
EQUP	QUNUM	QUNUM	Number of quota arrangement	CHAR	10	Chave
EQUP	QUPOS	QUPOS	Quota arrangement item number	NUMC	3	Chave
EQUP	BESKZ	QBESK	Procurement type	CHAR	1	Opcional
EQUP	SOBES	SOBES	Special procurement type	CHAR	1	Opcional
EQUP	LIFNR	ELIFN	Vendor account number	CHAR	10	Opcional
EQUP	BEWRK	BEWRK	Plant from which material is procured	CHAR	4	Opcional
EQUP	QUOTE	QUOTE	Quota	DEC	3	Opcional
EQUP	QUBMG	QUBAS	Base quantity of quota arrangement item	QUAN	15.3	Opcional
EQUP	QUMNG	QUMNG	Allocated quantity of quota arrangement item	QUAN	15.3	Opcional
EQUP	MAXMG	QUMAX	Maximum quantity of quota arrangement item	QUAN	15.3	Opcional
EQUP	VERID	VERID	Production version	CHAR	4	Opcional
EQUP	MAXLS	MAXLS	Maximum lot size per quota item	QUAN	13.3	Opcional
EQUP	MINLS	MINLS	Minimum lot size per quota item	QUAN	13.3	Opcional
EQUP	RDPRF	RDPRF	Rounding profile	CHAR	4	Opcional
EQUP	KZEIN	KZEIM	Once‑only indicator	CHAR	1	Opcional
EQUP	ABRMG	ABRMG	Maximum release quantity per period	QUAN	13.3	Opcional
EQUP	ABPER	ABPER	Period related to release quantity	CHAR	1	Opcional
EQUP	ABANZ	ABANZ	Number of periods for release quantity	NUMC	2	Opcional
EQUP	PREIH	PREIH	Priority for determination sequence	NUMC	2	Opcional
EQUP	EMATN	EMATN	Manufacturer part number's material number	CHAR	18	Opcional
EQUP	PLIFZ	PLIFZ	Planned delivery time in days	DEC	3	Opcional

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

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
001	The material exists and is in scope	Syniti Team
002	The plant exists and is in scope	Syniti Team
003	The vendor is active and valid	Syniti Team
004	The quota is > 0	Syniti Team
005	The record is not marked for deletion	Syniti Team
006	The record has not expired (DATBI >= current date)	Syniti 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

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team 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 will involve harmonizing supplier codes, plant IDs, and units of measure across systems. Where multiple legacy entries exist for the same material/plant, the most recent or business-prioritized record will be retained.

Quota percentage (ANZQU) will be recalculated if source values are inconsistent or incomplete. Date fields will be reformatted to YYYYMMDD and adjusted to cover valid procurement windows.

Transformation Run Sheet

Item #	Step Description	Team Responsible

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic

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. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation;
2. The data will be loaded using SAP LSMW leveraging BAPI_QUOTA_CREATE. No standard Migration Cockpit object exists for quota arrangements.
3. The BAPI supports creation of records based on target-aligned templates. Staging Tables or Source Files will be handled by Syniti.

Load will occur in mock and production phases, with logs captured and reviewed for consistency, completeness, and errors.

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.

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