Status
Owner	BUOSI-ext, Angelo SICONOLFI-ext, Michael
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---

• Rules for Data Merging (all systems)

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
PF2	Only open/valid documents will be migrated	8	S4/Hana	4
WP2	Only open/valid documents will be migrated	205	S4/Hana	42

Additional Information

Multi-language Requirement

Descriptions are not applicable for Quota Arrangement, 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 by Syensqo / Transformed, Merged, and generate a migration file (CSV - comma delimited) by Syniti
• L - Loading: Data will be Loaded using a custom Z-BAPI, custom function module, or BDC (Batch Data Communication) using MEQ1 that wraps this logic for reusability (no FM / BAPI / IDoc encountered)

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	Required Key Field - Automatically updated
EQUK	MATNR	MATNR	Material Number	CHAR	18‑40*	Required Key Field - Automatically updated
EQUK	WERKS	WERKS_D	Plant	CHAR	4	Required Key Field - Automatically updated
EQUK	BDATU	QUOBI	Quota arrangement period valid until	DATS	8	Required Key Field - Automatically updated
EQUK	VDATU	QUOAB	Quota arrangement period valid from	DATS	8	Required Opcional
EQUK	QUNUM	QUNUM	Number of quota arrangement	CHAR	10	Automatic
EQUK	ERDAT	ERDAT	Date on which record was created	DATS	8	Automatic
EQUK	ERNAM	ERNAM	Name of person who created the object	CHAR	12	Automatic
EQUK	SCMNG	SCMNG	Minimum quantity for splitting quota	QUAN	15.3	Conditional. Syensqo user need to specify the minimum quantity that a lot must have in order to be apportioned among several sources of supply in the planning run.  Note: The allocation by quota using splitting quotas is only carried out via a requirement planning run.
EQUK	CHANGEDON	TIMESTAMPL	UTC timestamp when record was changed	DEC	21	Opcional
EQUP	MANDT	MANDT	Client	CLNT	3	Required Key Field - Automatically updated
EQUP	QUNUM	QUNUM	Number of quota arrangement	CHAR	10	Required Key Field - Automatically updated
EQUP	QUPOS	QUPOS	Quota arrangement item number	NUMC	3	Required Key Field - Automatically updated
EQUP	BESKZ	QBESK	Procurement type	CHAR	1	Required. Allowed procurement type will be based on material master data set-up. So if material master is set-up as External procurement, then user can only choose External procurement during quota arrangement creation.
EQUP	SOBES	SOBES	Special procurement type	CHAR	1	Conditional. If any special procurement such as consignment or subcontracting exist for a supplier, then choose relevant type in this field.
EQUP	LIFNR	ELIFN	Vendor account number	CHAR	10	Required
EQUP	BEWRK	BEWRK	Plant from which material is procured	CHAR	4	Not Required. Syensqo will not need quota arrangement for materials provided within internal production plants
EQUP	QUOTE	QUOTE	Quota	DEC	3	Required in case of multiple suppliers exist for particular material. Quota will be used to identify portion of quantity to be procured from particular supplier.
EQUP	QUBMG	QUBAS	Base quantity of quota arrangement item	QUAN	15.3	Conditional. Set quota base quantity if to avoid changes in the quantity to be allocated in case new source is added. If quota base quantity is not specified, then system will automatically allocate quantity to supplier(s).
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
001	Medium		Ensure RFQ types (e.g., AN, ANQ) are valid and configured in S/4HANA	- Delete or correct RFQs using types that are not configured in S/4HANA - Map to valid types if migration logic allows
002	Medium		Consistent numbering scheme, no duplicates	-Identify duplicates via RFQ number (e.g., EBAN-BANFN or custom RFQ ID) - Keep only one version, preferably the most recent - Renumber only if permitted by target system config
003	Medium		RFQ dates (creation, validity from/to) must be consistent and within allowed range	- Correct invalid dates (e.g., validity end before start) - Delete expired RFQs if beyond retention cutoff (e.g., older than 5 years) - Flag records with future-dated creation or unrealistic validity ranges for review
004	Medium		Material (MATNR) not in the approved Material Master scope	Delete the line item from the RFQ
005	Medium		Material flagged for deletion (MARA–LVORM = X or MM03 deletion flag)	Exclude the RFQ line
006	Medium		Material belonging to an obsolete Material Group (MATKL)	Validate with business, likely delete
007	Medium		Non-stock/service items without master data in S/4HANA	Exclude or replace with valid alternatives

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
007	Select records where EQUK-ERDAT >= 01.01.2023	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

Quota Arrangements depend on the successful migration of the following objects:

Item #	Step Description	Team Responsible
001	Material Master
002	Vendor Master
003	Source List (EORD)
004	Purchasing Info Records

These must be loaded prior to the execution of Quota Arrangement upload.

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.

As part of the Loading Strategy, the data will be loaded using SAP LSMW leveraging BAPI_QUOTA_CREATE. No standard Migration Cockpit object exists for quota arrangements. The BAPI supports creation of records based on target-aligned templates. Staging 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