Status

OwnerPrasad Naidu
Stakeholders

KUMAR-ext, Kamal GARCIA-ext, Angel Luis 

Purpose

The purpose of this document is to define the conversion approach to create Business Partners - FI Customer Collection Management (UDM00)

Business Partner - FI Customer Role captures the Customer’s FI data attributes such as Reconciliation Account, Tax Code, etc. at the Company Code level.

Conversion Scope

The conversion scope of this document covers the approach for converting active Customer Master Data from legacy source systems into S/4HANA Business Partner Collections Management (UDM000) master data, in line with the defined Master Data Design Standard.

Customer relevancy has already been determined through CNV3007, and once the customers in scope are finalized and extracted, the Collections Management fields for those customers will be reviewed in the legacy system. The necessary transformation rules will then be applied according to the defined source-to-target mappings.

Currently, Collections Management is handled through a third-party system (PCM).


As part of the S/4HANA migration, two options have been identified. This conversion specification approval by Syniti team is valid only if Option 2 is used.


Option 1: Automated Derivation:

  • This will be achieved through the implementation of BADI UDM_CHNG_SGMT_DATA_C, which is triggered by program UDM_CHANGE_SEGMENT (transaction code UDM_BP_GRP).
  • Step 1:
    • Transaction code - UDM_BP_PROF
    • This mass update program can be used for the first 2 steps in separate runs:
      • Assign the Collection Management role
      • Assign Collection Profile
  • Step 2:
    • Transaction Code - UDM_BP_GRP
    • Can be used for the last 2 steps:
      • Assign Collection Group
      • Assign Collection Specialist



Option 2: Static Load via Data Collection Template (DCT):

The required Business Partner (BP) role for Collections Management must first exist in the S/4HANA system, after which the existing Business Partner (customer) will be extended with the Collections Management role.

  • Step 1:
    • Transaction code - UDM_BP_PROF
    • This mass update program can be used for the first 2 steps in separate runs:
      • Assign the Collection Management role
      • Assign Collection Profile
  • Step 2:
    • The required Collections Management data will be collected using a Data Collection Template (DCT) and subsequently loaded into S/4HANA 


The preferred option is Option 1: Automated Derivation, where all Collections Management migration elements are automated and logic is implemented to automate the assignment of the :

  • Collection Management Role
  • Collection Profile
  • Collection Segment
  • Collection Group
  • Collection Specialist

If full automation is not feasible for any reason, the alternative option is Option 2: Static Load via Data Collection Template (DCT).



List of source systems and approximate number of records:

SourceScopeSource Approx. No. of recordsTarget SystemTarget Approx. No. of records
PF2Customer Master Data General Information55371S44200
WP2Customer Master Data General Information36983S424000

Additional Information

Multi-language Requirement

NA

Document Management

NA

Legal Requirement

NA

Special Requirements

NA




Target Design

Below is the target design relevant to Option 2: Static Load via Data Collection Template (DCT)


TablefieldData ElementField DescriptionData TypeLengthRequirement
UDMBPSEGMENTSPARTNERBU_PARTNERBusiness PartnerCHAR10System generates the value.
UDMBPSEGMENTSCOLL_SEGMENTCOLL_SEGMENTCollection SegmentCHAR10System generates the value.
UDMBPSEGMENTSCOLL_GROUPCOLL_GROUPCollection GroupCHAR10System generates the value.
UDMBPSEGMENTSCOLL_SPECIALISTCOLL_SPECIALISTCollection SpecialistCHAR12System generates the value.
UDMBPSEGMENTSVALID_FROMVALID_FROMValid FromDATS8System generates the value.
UDMBPSEGMENTSVALID_TOVALID_TOValid toDATS8Conditional
UDMBPSEGMENTSLAST_CONTACTLAST_CONTACTMain Contact PersonCHAR10System generates the value.
BUT100RLTYPBU_PARTNERROLE

BP Role

CHAR6Mandatory


Data Cleansing

NA


Conversion Process

NA

Data Privacy and Sensitivity

NA


Extraction

NA

Extraction Run Sheet

NA


Selection Screen


Selection Ref ScreenParameter NameSelection TypeRequirementValue to be entered/set
N/A



















Data Collection Template (DCT)

Below is the DCT is relevant to Option 2: Static Load via Data Collection Template (DCT)


FieldField DescriptionRule
UDMBPPROFILE - PARTNERBusiness PartnerMap from source to target using Business Partner mapping table.
UDMBPPROFILE - COLL_PROFILECollection ProfileOne collection profile  and will be provided by functional team
UDMBPSEGMENTS- COLL_SEGMENTCollection SegmentThis will be provided by functional team
UDMBPSEGMENTS-COLL_GROUPCollection GroupThis will be provided by functional team
UDMBPSEGMENTS-COLL_SPECIALISTCollection SpecialistDetails in attached spreadsheet

Extraction Dependencies

NA


Transformation

Below is the transformation is relevant to Option 2: Static Load via Data Collection Template (DCT)

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 ADMM 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 ADMM
  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

NA

Transformation Rules

Rule #Source systemSource TableSource FieldSource DescriptionTarget SystemTarget TableTarget FieldTarget DescriptionTransformation Logic
1DCT

N/A

N/A

N/A

S/4HANAUDMBPSEGMENTSPARTNERBusiness PartnerMap from source to target using Business Partner mapping table.
2DCT

N/A

N/A

N/A

S/4HANAUDMBPSEGMENTSCOLL_SEGMENTCollection SegmentCopy from DCT
3DCT

N/A

N/A

N/A

S/4HANAUDMBPSEGMENTSCOLL_GROUPCollection GroupCopy from DCT
4DCT

N/A

N/A

N/A

S/4HANAUDMBPSEGMENTSCOLL_SPECIALISTCollection SpecialistCopy from DCT
5PF2/WP2

N/A

N/A

N/A

S4HANA

BUT100RLTYP

BP Role

Default to UDM000


Transformation Mapping

Mapping Table Name

Description

Legacy Customer-BP Master Mapping

Legacy to S4 Business Partner customer mapping


Transformation Dependencies

List the steps that need to occur before transformation can commence
Item #Step DescriptionTeam Responsible
1Source Data Integrity
- Ensure extracted data is complete, accurate, and consistent.
- Validate that data types and formats align with transformation requirements.		Syniti
2Referential Integrity
- Ensure dependent records are transformed together or in advance		Syniti
3Transformation Logic and Mapping
- Define data mapping rules between source and target schemas.		Data Team
4Performance and Scalability Considerations
- Optimize transformation processes for large datasets.
- Ensure system resources can handle transformation workloads		Syniti
5Logging and Error Handling
- Maintain detailed logs of transformation activities.
- Define error-handling procedures for failed transformations		Syniti


Pre-Load Validation

Project Team

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

Completeness

TaskAction

Verify count

  1. Verify counts between source and target databases.
  2. Identify missing or duplicated records.
Validate the mandatory fieldsValidate there is value for all the mandatory fields

Accuracy

TaskAction
Validate the transformationValidate the fields which require transformation have the value after transformation instead of the original field value
Check Data Consistency
  1. Compare field values across systems
  2. Validate data formats and structures

Business

Completeness

TaskAction

Verify Count for all customers

Verify that the record count in the pre-load file is the same as the record count based on the relevancy (including deduplication) results

Verify Relevancy Rules

Verify that the relevancy rules were correctly applied




Accuracy

TaskAction

Verify Data Accuracy

Verify that all the data in the load table/file is accurate as per signed-off transformation rules 

Review Error Reports

Verify that all necessary error reports have been validated, and that errors have been addressed.

Verify Transformation Rules

Verify that the transformation rules are correct and have been carried out correctly


Load

A custom program will be built to load the Collection Profile, Collection Group, and Collection Agent in one go through Syniti ADMM.

Load Run Sheet


Item #

Step description

Team responsible

1

Load Sample Business Partners

Data

2

Validate sample Business Partners

Data

3

Load remaining Business Partners

Data

4

Validate data loaded for Business Partners

Data

5

Load Sample BP Type – Customer Contact Persons

Data

6

Validate sample BP Type – Customer Contact Persons

Data

7

Load remaining BP Type – Customer Contact Persons

Data

8

Validate data loaded for BP Type – Customer Contact Persons

Data

9

Load Sample BP Type – Vendor Contact Persons

Data

10

Validate sample BP Type – Vendor Contact Persons

Data

11

Load remaining BP Type – Vendor Contact Persons

Data

12

Validate data loaded for BP Type – Vendor Contact Persons

Data

13

Load Sample BP Type - Bank Contacts (First Name, Last Name)

Data

14

Validate sample BP Type - Bank Contacts (First Name, Last Name)

Data

15

Load remaining BP Type - Bank Contacts (First Name, Last Name)

Data

16

Validate data loaded for BP Type - Bank Contacts (First Name, Last Name)

Data

17

Load Sample BP Type – BP General, FI Customer, FI Vendor

Data

18

Validate sample BP Type – BP General, FI Customer, FI Vendor

Data

19

Load remaining BP Type – BP General, FI Customer, FI Vendor

Data

20

Validate data loaded for BP Type – BP General, FI Customer, FI Vendor

Data

21

Load Sample Vendors Default Partner

Data

22

Validate sample Vendors Default Partner

Data

23

Load remaining Vendors Default Partner

Data

24

Validate data loaded for Vendors Default Partner

Data

25

Load Sample BP - General for remaining customer roles

Data

26

Validate sample BP - General for remaining customer roles

Data

27

Load remaining BP - General for remaining customer roles

Data

28

Validate data loaded for BP - General for remaining customer roles

Data

29

Load Sample BP – Customers with Default Partner

Data

30

Validate sample BP – Customers with Default Partner

Data

31

Load remaining BP – Customers with Default Partner

Data

32

Validate data loaded BP – Customers with Default Partner

Data

33

Load Sample BP - Bank Role

Data

34

Validate sample BP - Bank Role

Data

35

Load remaining BP - Bank Role

Data

36

Validate data loaded BP - Bank Role

Data

37

Load Sample BP Relationship Contact Person to Organisation (Will create KNVK records)

Data

38

Validate sample BP Relationship Contact Person to Organisation (Will create KNVK records)

Data

39

Load remaining BP Relationship Contact Person to Organisation (Will create KNVK records)

Data

40

Validate data loaded for BP Relationship Contact Person to Organisation (Will create KNVK records)

Data

41

Load Sample BP - Carrier

Data

42

Validate sample BP - Carrier

Data

43

Load remaining BP - Carrier

Data

44

Validate data loaded BP - Carrier

Data

45

Load Sample BP - Credit Management

Data

46

Validate sample BP - Credit Management

Data

47

Load remaining BP - Credit Management

Data

48

Validate data loaded BP - Credit Management

Data

49

Load Sample BP Collections Management

Data

50

Validate sample BP Collections Management

Data

51

Load remaining BP Collections Management

Data

52

Validate data loaded BP Collections Management

Data

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

1

Obtain the approved upload USER ID’s to be used (e.g. Firefighter ID)

2

SAP USER profile (SU3) Date and Decimal Notation Formats are in sync with the load format

3

Company Code Configuration

4BP Grouping
5Customer Account Group
6BP Number Range

Conversion Objects

Object #Preceding Object Conversion Approach

NA


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

Configuration

<configuration> is not valid/missing

If it is a missing configuration item then engage Functional team to expedite and fix the error in the system.

Invalid Data

<parameter> is not valid.

The parameter entry needs to be reviewed (ex. invalid payment terms).

If it is an invalid data, business needs to review and correct the source of the data either in PF2/PI2/WP2 

Technical Setup

Interface / Connection issue within target system’s landscape

N/A – the data will be loaded directly to S/4HANA environment


Post-Load Validation

Project Team

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

Completeness

TaskAction
Perform Data Count

Validate that migrated data matches source records.

Perform Source-to-Target Comparisons

Validate all the mandatory fields are populated as per the loading file


Accuracy

TaskAction

Data Accuracy

Data team to verify that all the data in the load table/file is accurate as per signed-off transformation rules

Error Reports

Verify that all necessary error reports have been validated, and that errors have been addressed.


Business

Completeness

TaskAction
Perform Source-to-Target Comparisons

Validate that migrated data matches source records counts.

Conduct Post-Migration ReconciliationGo through reports comparing pre- and post-migration data provided by Syniti.

Accuracy

TaskAction

Verify Data Accuracy

Data team to verify that all the data in the load table/file is accurate as per signed-off transformation rules 

Review Error Reports

Verify that all necessary error reports have been validated, and that errors have been addressed.

Validate Loaded Data

Validate, as per the loads files signed-off, that all records were created


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.



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