Status
Owner	SUSANTO-ext, William
Stakeholders

Purpose

The purpose of this document is to define the conversion approach to create 1044 Quality Info Record in S/4 HANA.

Quality Info Records are used in SAP Quality Management (QM) to control the procurement and usage of materials from vendors or for customers. A QIR documents whether a supplier is approved to deliver a particular material, under what conditions, and with what quality agreements in place. It also supports restrictions such as blocking or requiring source inspections before delivery. This feature helps ensure supplier quality compliance and strengthens the linkage between procurement and quality processes.

In SAP S/4HANA, the structure and usage of Quality Info Records remain consistent with SAP ECC, generally defined by key combinations such as Material / Vendor / Plant or Material / Customer / Plant. QIRs can include attributes such as release status, validity dates, procurement blocks, source inspection requirements, and quality agreement indicators.

In SAP ECC, aside from the standard structures, Quality Info Records may also exist with extended combinations or enhancements, for example:

• Material / Vendor without plant reference,

• Material / Customer for sales-side QIRs,

• Additional custom fields capturing supplier quality ratings,

• Legacy blocks or obsolete release indicators that are no longer in use.
  Such cases must be reviewed carefully (pending MDS) to determine whether they remain relevant for migration.

This conversion aims to migrate active and relevant Quality Info Records from existing ECC systems into S/4HANA by applying the required transformation logic using Syniti as the data migration and transformation platform. The converted records will be loaded into the target S/4HANA system using standard SAP mechanisms such as BAPIs (e.g., BAPI_QM_QUALINFORECORD_CREATE), IDOCs, or direct table loads where applicable, ensuring compliance with procurement and quality integration processes.

Conversion Scope

The scope of this document covers the approach for converting active Quality Info Record from Legacy Source Systems into S/4HANA following the Quality Info Record - Master Data Design Standard.

The data from legacy system includes:

1. Active QIRs used within the last three (3) years in procurement or sales processes.

2. QIRs without deletion flag.

3. Plant-specific QIRs that will be migrated to the To-Be Plant Mapping (taking into consideration the To-Be definition of Plants).

4. QIRs referenced in active material-vendor (procurement) or material-customer (sales) combinations.

The data from legacy system excludes:

1. Inactive QIRs not used in more than three (3) years.

2. QIRs marked for deletion.

3. QIRs belonging to deleted plants (per To-Be Plant mapping).

4. Obsolete or duplicate QIRs that are no longer relevant (e.g., replaced by harmonized corporate standards).

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
PF2 and WP2	Quality Info Record will be extracted from PF2 and WP2 client	PF2 = 33642 records WP2 = 8889 records	S/4 HANA	13655 records
DCT	Quality Info Records for Material / Vendor / Customer / Plant combinations which do not have data existing from PF2 and WP2	TBD	S/4 HANA	TBD

Additional Information

Multi-language Requirement

Not applicable

Document Management

Not applicable

Legal Requirement

Not applicable

Special Requirements

Not applicable

Target Design

The technical design of the target for this conversion approach.

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
QINF	MATNR	MATNR	Material Number	CHAR	18	Mandatory – Material subject to QIR
QINF	LIFNR	LIFNR	Vendor Number	CHAR	10	Mandatory (for procurement-side QIR)
QINF	KUNNR	KUNNR	Customer Number	CHAR	10	Mandatory (for customer-side QIR)
QINF	WERKS	WERKS_D	Plant	CHAR	4	Mandatory – Plant where QIR applies
QINF	QINFART	QINFART	QIR Category (Procurement, Sales)	CHAR	1	Mandatory
QINF	GUELTIGAB	DATUV	Valid-From Date	DATS	8	Mandatory
QINF	GUELTIGBIS	DATUB	Valid-To Date	DATS	8	Optional (blank = indefinite)
QINF	SPERRE	QSPERR	Procurement Block Indicator	CHAR	1	Optional (X = Blocked)
QINF	FREIGABE	QFREIG	Release Indicator	CHAR	1	Mandatory – Status of approval (Released/Not Released)
QINF	QVERWEIS	QVERW	Quality Agreement Reference (custom use)	CHAR	10	Optional
QINF	PRUEFLOSERF	QPRLOS	Source Inspection Required (Yes/No)	CHAR	1	Optional
QINF	KZLOEKZ	LOEKZ	Deletion Flag	CHAR	1	Optional (exclude if flagged)
QINF	ERNAM	ERNAM	Created By	CHAR	12	Optional (audit)
QINF	ERDAT	ERDAT	Created On	DATS	8	Optional (audit)
QINF	AENAM	AENAM	Last Changed By	CHAR	12	Optional
QINF	AEDAT	AEDAT	Last Changed On	DATS	8	Optional
QIHT	MATNR	MATNR	Material Number	CHAR	18	Mandatory (link key)
QIHT	LIFNR / KUNNR	LIFNR / KUNNR	Vendor/Customer	CHAR	10	Mandatory (link key)
QIHT	WERKS	WERKS_D	Plant	CHAR	4	Mandatory (link key)
QIHT	SPRAS	SPRAS	Language Key	LANG	1	Mandatory
QIHT	KURZTEXT	KURZTEXT	Short Text / Description of QIR	CHAR	40	Mandatory (per language)
QIHT	LTEXTKZ	LTEXTKZ	Long Text Exists Indicator	CHAR	1	Optional (if long text maintained)

Data Cleansing

ID	Criticality	Error Message/Report Description	Rule	Output	Source System
2020-001	C1	Invalid or inactive Material in QIR	QIR references a material that does not exist in MARA/MARC or is flagged for deletion/blocked at plant.	Material	PF2/WP2
1139-001 3018-001 3021-001 3024-001 3025-001 3028-001 3031-001	C1	Invalid or inactive Vendor in QIR (procurement side)	QIR (MATNR/LIFNR/WERKS) references vendor not in LFA1/LFM1 (or blocked for purchasing).	Vendor	PF2/WP2
1139-001 3018-001 3021-001 3024-001 3025-001 3028-001 3031-001	C1	Invalid or inactive Customer in QIR (sales side)	QIR (MATNR/KUNNR/WERKS) references customer not in KNA1/KNVV (or blocked).	Customer	PF2/WP2
2010-001 3027-001	C1	Invalid Plant	QIR plant (WERKS) does not exist or is obsolete.	Plant	PF2/WP2
1044-001	C1	Duplicate QIR key	Duplicate active QIRs with same combination (Material + Vendor/Customer + Plant) and overlapping validity.	QIR	PF2/WP2
1044-001	C1	Validity overlap within same key	Multiple QIR records for same key have overlapping GUELTIGAB/GUELTIGBIS dates.	QIR	PF2/WP2
1044-001	C1	QIR not released/approved	Release indicator/status not set to “Released/Approved” as per business rule.	QIR	PF2/WP2
1044-001	C1	QIR blocked	Procurement block indicator set (e.g., SPERRE = X) while record flagged as active for migration.	QIR	PF2/WP2
1044-001	C1	Expired QIR	Valid-to date is before cutover date; exclude unless explicitly required.	QIR	PF2/WP2
1044-001	C1	Future-dated QIR outside go-live horizon	Valid-from date is after the go-live window (e.g., > N days after cutover) and no business justification provided.	QIR	PF2/WP2
2020-001 1139-001 3018-001 3021-001 3024-001 3025-001 3028-001 3031-001	C1	Source Inspection required but no enabling setup	QIR requires source inspection (e.g., indicator set) but vendor/material lacks inspection type & control in S/4 target design.	Material/Vendor Setup	PF2/WP2
1044-001	C1	Missing text/description for key languages	Language-dependent short text missing in required languages for the QIR.	QIR Text	PF2/WP2
1044-001	C1	Conflicting status flags	Record simultaneously marked for deletion and released (inconsistent).	QIR	PF2/WP2
1139-001 3018-001 3021-001 3024-001 3025-001 3028-001 3031-001	C1	Vendor Subrange / Purchasing Org mismatch	QIR expects vendor subrange or purchasing org-specific data that doesn’t exist/align.	Vendor Master	PF2/WP2
2009-001	C1	Material quality view missing	Material lacks required QM view/settings where policy mandates QM integration with QIR.	Material	PF2/WP2
	C1	Customer-side QIR without usage	Customer QIR exists but material/plant not configured to use it (sales-side QM not in scope).	Scope Decision	PF2/WP2
	C1	Obsolete custom fields populated	Legacy custom fields used in ECC with no S/4 mapping; values must be cleared/mapped.	Mapping Issue	PF2/WP2
1044-001	C1	Audit fields inconsistent	Created/changed by/on are missing or malformed (optional clean-up for traceability).	QIR	PF2/WP2

Conversion Process

The high-level process is represented by the diagram below:

The ETL (Extract, Transform, Load) process is a structured approach to data migration and management, ensuring high-quality data is seamlessly transferred across systems. Here’s a breakdown of its key components:

1. Extraction
The process begins with extracting metadata and raw data from source systems, such as Syensqo ECC system (i.e. WP2/PF2) periodically. The extracted data is then staged for transformation.

2. Transformation
Once extracted, the data undergoes cleansing, consolidation, and governance. This step ensures data integrity, consistency, and compliance with business rules. The transformation process includes:
- Data validation to remove inconsistencies.
- Standardization to align formats across datasets.
- Business rule application to refine data for operational use.

3. Loading
The transformed data is then loaded into the target S/4HANA system. 

Data Privacy and Sensitivity

Not applicable

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
Extraction Scope Definition	- Identify the source systems and databases involved. - Define the data objects (tables, fields, records) to be extracted. - Establish business rules for data selection.	Syniti / LTC Data team
Extraction Methodology	- Specify the extraction approach (full, incremental, or delta extraction). - Determine the tools and technologies used. - Define data filtering criteria to exclude irrelevant records.	Syniti
Extraction Execution Plan	- Establish execution timelines and batch processing schedules. - Assign responsibilities for extraction monitoring. - Document dependencies on other migration tasks.	Syniti
Data Quality and Validation	- Define error handling mechanisms for extraction failures.	Syniti

Selection Screen

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 Quality Info Record data with exception of some fields which require transformation as mentioned in the transformation rule.

Quality Info Record DCT Rules

Field Name	Field Description	Rule
		Pending MDS and number of data in source system

Extraction Dependencies

Item #	Step Description	Team Responsible
1	Source System Availability Ensure that the source database or application is accessible. Confirm that necessary credentials and permissions are granted	Syensqo IT
2	Data Structure Identify relationships between tables, views, and stored procedures.	Syniti
3	Referential Integrity Ensure dependent records are extracted together.	Syniti
4	Extraction Methodology Define whether extraction is full, incremental, or delta-based. Establish batch processing schedules for large datasets.	Syniti
5	Performance and Scalability Considerations Optimize extraction queries to prevent system overload. Ensure network bandwidth supports data transfer volumes.	Syniti
6	Security and Compliance Adhere to regulatory standards for sensitive information if applicable	Syniti

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

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. 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 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