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

The purpose of this document is to define the conversion approach for migrating Purchasing Info Records into S/4HANA from multiple SAP ECC source systems. The migration of Purchasing Requisitions (PRs) aims to ensure business continuity by transferring relevant and open requisition data from one or more legacy systems into the SAP S/4HANA environment. This process is essential for preserving in-flight procurement processes, avoiding disruption in material and service availability, and maintaining traceability of internal purchasing demands.

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

---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 specifiedRestart/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 (ABUOS)
  • Rules for Data Merging (all systems)
  • Conversion Scope
  • Data Loading Details

Conversion Scope

This document outlines the approach for migrating active Purchasing Requisitions from Syensqo's legacy SAP ECC systems (PF2 and WP2) into SAP S/4HANA, in alignment with the Procurement Master Data Design Standard.

Purchasing Requisitions will be migrated to support operational procurement, sourcing strategies, and Ariba integration. All requisitions will be validated, cleansed, and centrally loaded using standardized templates and mapped fields, ensuring consistency with the target S/4HANA data model.

Due to the decentralized nature of the current system landscape—where requisition data is stored across PF2 and WP2—discrepancies in materials, vendors, and organizational data may exist. As a result, data harmonization, cleansing, and mapping are critical to ensure accurate and reliable information in the target system. These efforts will also ensure that load templates are properly formatted and aligned with the S/4HANA requirements.

The data from legacy system includes:

1. Requisitions from multiple source systems referring to the same Vendor and Material
2. Valid combinations of Material (MATNR), Plant, and Purchasing Group
3. Requisitions with active Purchasing Organization and account assignment details
4. Open requisitions or those converted into Purchase Orders in the last 2 years
5. Requisitions with key control data (e.g., Delivery Date, Quantity, Account Assignment)
6. Requisitions relevant for open sourcing processes or planned purchases

The data from legacy system excludes:

1. Requisitions flagged for deletion or already fully processed (PO/Item received or deleted)
2. Requisitions with blocked or deleted materials or vendors
3. Requisitions referencing Plants, Vendors, or Materials that are Out of Scope (OOS)
4. Draft or incomplete requisitions missing essential data (e.g., Material, Quantity)
5. Requisitions created solely for test or training purposes

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
WP2	The Purchasing Requisitions will be extracted/collected via DCT. An initial extract of the relevant data will be provided in Google Sheet format to support business decisions regarding the inclusion of any relevant requisitions from Source Systems. Any additional requisition data required to support the new design may be added directly into the DCT. A data review and standardization process will be performed across all Purchasing Requisitions in the DCT.	3.885	S4/Hana	2.100
PF2		2.245	S4/Hana	1.200

*The figures described above, are restricted to one 1W Period.
**The objective is to reduce the data volume to be migrated by 80%, retaining only manually created Purchase Requisitions.

Additional Information

Multi-language Requirement

Long Texts must be migrated in all languages relevant to global purchasing defined in the Source System (when availableon source system/PurchReq)

Data Deduplication

For this data object, deduplication rules are not applicable. This is due to the fact that the object represents a transactional entity exclusively created and maintained within the target system. As such, there is no risk of duplicate records originating from external sources or legacy systems. The object’s lifecycle is fully controlled within the system, ensuring uniqueness by design.

Therefore, no deduplication logic or validation needs to be implemented for this object in the data migration or integration processes.

Document Management

N/A

Legal Requirement

N/A

Special Requirements

N/A

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	Requirement
EBAN	BANFN	BANFN	Purchase Requisition Number	CHAR	10	Required
EBAN	BNFPO	BNFPO	Item Number of Purchase Requisition	NUMC	5	Required
EBAN	BSART	BSART	Document Type	CHAR	4	Required
EBAN	MATNR	MATNR	Material Number	CHAR	18	Optional
EBAN	WERKS	WERKS_D	Plant	CHAR	4	Required
EBAN	MENGE	MENGE	Quantity	QUAN	13	Required
EBAN	MEINS	MEINS	Base Unit of Measure	UNIT	3	Required
EBAN	LFDAT	LFDAT	Delivery Date	DATS	8	Optional
EBAN	LIFNR	LIFNR	Vendor	CHAR	10	Optional
EBNA	BANFN	BANFN	Purchase Requisition Number	CHAR	10	Required
EBNA	BNFPO	BNFPO	Item Number of Purchase Requisition	NUMC	5	Required
EBNA	KNTTP	KNTTP	Account Assignment Category	CHAR	1	Required
EBNA	KOSTL	KOSTL	Cost Center	CHAR	10	Optional
EBKN	BANFN	BANFN	Purchase Requisition Number	CHAR	10	Required
EBKN	BNFPO	BNFPO	Item Number of Purchase Requisition	NUMC	5	Required
EBKN	KNTTP	KNTTP	Account Assignment Category	CHAR	1	Required
EBKN	KOSTL	KOSTL	Cost Center	CHAR	10	Optional
EBKN	AUFNR	AUFNR	Order Number	CHAR	12	Optional
EBUB	BANFN	BANFN	Purchase Requisition Number	CHAR	10	Required
EBUB	BNFPO	BNFPO	Item Number of Purchase Requisition	NUMC	5	Required
EBUB	FRGGR	FRGGR	Release Group	CHAR	2	Required
EBUB	FRGSX	FRGSX	Release Strategy	CHAR	2	Required
EBUB	FRGZU	FRGZU	Release Indicator	CHAR	1	Required

Data Merging Strategy

Purchasing Requisitions (PRs) typically do not require data merging like master data does for the reason they are related to transactional and historical records. However this topic can be considered as Not Applicable (N/A).

ID	Scenario	Action

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:

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	Only select records with the following criteria EBAN-BSTYP = 'B' (Document cat.) EBAN-LOEKZ = '' (Deletion ind.) EBAN-ESTKZ <> 'B' (Creation ind.) EBAN-MARNR <> '' (Materials in scope) EBAN-BADAT>= 01.01.2023 (Creation Date) EBAN-STATU = ' ' or 'M' or 'F' or 'R' EBAN-EKORG = SCOPE ONLY (Purchasing Organization) EBAN-WERKS = SCOPE ONLY (Plant) or '' (empty) EBAN-LGORT = SCOPE ONLY (Storage Location) or '' (empty) EBAN-EBAKZ = ''	Syniti Team
002	EBAN-MATNR=Extract Only Materials that are present in scope	Syniti Team
003	EBAN-LIFNR =Extract Only Vendors that are present in scope OR vendor is empty	Syniti Team
004	EBAN-WERKS =Extract Only Plants that are present in scope OR plant is empty	Syniti Team
005	EBAN-LGORT = Extract Only Storage Locations that are present in scope OR plant is empty

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
EBAN-BSART	Document Type	Select the document types that are in scope
EBAN-MATNR	Material Number	Select the materials that are in scope
EBAN-WERKS	Plant	Select the plants that are in scope
EBAN-MENGE	Quantity	Select entries that are bigger (>) than zero
EBAN-LFDAT	Delivery Date	Select entries that are bigger (>) or equal (=) than today
EBAN-LIFNR	Vendor	Select the vendors 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) - The plant must be valid (included on scope) and maintained	FICO
005	Storage Location (optional) - The Storage Location must be valid (included on scope) and maintained for the Material / Plant	S2P
005	Currency & UoM - Must align with vendor master and material master data	S2P
006	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, 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
9044-001	Legacy	EBAN	MATNR	Material	S/4HANA	EBAN	MATNR	Material	Select the new Material Code from the mapping table and update the corresponding target structure accordingly.
9044-002	Legacy	EBAN	MATKL	Material Group	MATKL	Material Group	MATKL	Material Group	Select the new Material Group from the mapping table and update the corresponding target structure accordingly.
9044-003	Legacy	EBAN	LIFNR	Vendor	S/4HANA	EBAN	LIFNR	Vendor	Select the new Vendor Code from the mapping table and update the corresponding target structure accordingly.
9044-004	Legacy	EBAN	MEINS	Order Unit	S/4HANA	EBAN	MEINS	Order Unit	Select the new Order Unit Code from the mapping table and update the corresponding target structure accordingly.
9044-005	Legacy	EBAN	WERKS	Plant	S/4HANA	EBAN	WERKS	Plant	Select the new Plant Code from the mapping table and update the corresponding target structure accordingly.
9044-006	Legacy	EBAN	WAERS	Currency	S/4HANA	EBAN	WAERS	Currency	Select the new Currency Code from the mapping table and update the corresponding target structure accordingly.

Transformation Mapping

Tables are not yet available to be mentioned here.

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
001	Value Mapping Tables are complete	Functional Team (S2P) + Data Team (S2P)
002	Configurations for Purchasing Requisitions are complete	Functional Team (S2P) + Data Team (S2P)
003	Org structure configuration is complete	Functional Team (S2P) + Data Team (S2P)
004	Dependent Master Data records for Customer and Material are loaded	Functional Team (S2P) + Data Team (S2P)
005	Configuration – Purchasing Organization	Functional Team (S2P)
006	Configuration – Plant	Functional Team (S2P)
007	Configuration – Product Group	Functional Team (S2P)
008	Configuration – Vendor	Functional Team (S2P)
009	Configuration – Material	Functional Team (S2P)
010	Configuration – Material Group	Functional Team (S2P)
011	Configuration – Unit of Measure	Functional Team (S2P)
012	Configuration – Purchasing Organization	Functional Team (S2P)
013	Configuration – Purchasing Group	Functional 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 is aligned with access sequence, condition types
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
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.
Vendor Validation	Check if the vendor exists in the target system and is active for the purchasing organization. This object has to be loaded before Info Records and Price Conditions.
Material Validation	Check if the material exists in the target system and is active for the purchasing organization. This object has to be loaded before Info Records  and Price Conditions.
Mandatory Field Check	Verify whether all mandatory Fields are properly updated:  EINA-LIFNR EINA-MATNR EINE-EKORG EINE-WERKS EINE-WAERS EINE-NETPR EINE-BPRME EINE-PEINH EINE-WAERS EINA-MEINS
Info Record Category	Check if the Info Record Category (EINE-ESOKZ) has been properly migrated and in case of conversion check the final result. - Standard - Subcontracting - Consignment - Pipeline

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

Processing Details:

Load Method:  We are using LSMW (Legacy System Migration Workbench) to perform the data migration for this object.

Tool: LSMW (Legacy System Migration Workbench)

Technical Approach: Utilization of BAPI BAPI_REQUISITION_CREATE (or BAPI_PR_CREATE) to create Purchasing Requisitions.

 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