Status
Owner	CELEDONIO-ext, Arnold
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 to create Vendor Hierarchy in S/4 HANA.

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

Conversion Scope

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

The data from legacy system includes:

1. Vendor classes used by active vendors with activities for the past 24 months according to Relevancy Criteria for Vendor in CNV-3007 Business Partners - General (Role 000000).

The data from legacy system excludes:

1. Vendors blocked or marked for deletion.
2. Vendors with extended only to purchasing organization not in scope
3. Inter-company Vendors
4. Duplicate vendors

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
WP2, PF2	Only active Vendors that are in-scope Extract from LFA1	40,000	S/4 Hana	<40,000
DCT	Data will be provided by business via excel upload to DCT	40,000	S/4 Hana	<40,000

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

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 based on MDS , tab: Supplier Hierarchy Defn.

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
BUT050	PARTNER1	BU_PARTNER	Business partner 1	CHAR	10	R
BUT050	RELNR	BU_RELNR	Business Partner Relationship Number	CHAR	12	R
BUT050	PARTNER2	BU_PARTNER	Business partner 2	CHAR	10	R
BUT050	DATE_FROM	DATS	Validity Date (Valid From)	DATS	10	R
BUT050	DATE_TO	DATS	Validity Date (Valid To)	DATS	10	R
BUT050	RELTYP	BU_RELTYP	Business Partner Relationship Category	CHAR	6	R

Data Cleansing

No data cleansing is required for Vendor Hierarchy in the legacy system. If any cleansing is deemed necessary, it will be performed outside of the system.

As a result, the cleansed Vendor Hierarchy data will be populated directly in the Data Collection Template (DCT).

Conversion Process

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

Collection will be done manually in the Data Collection Template for the following scenarios:

• For sites not on SAP-PF2 or WP2 systems
• For new vendors that need to be created to support the to-be design

Data Privacy and Sensitivity

N/A

Extraction

Extract data from a source into Syniti. 

1. The data does not exist (or cannot be converted from its current state). The data is manually collected by the business directly in Syniti. This is to be conducted using DCT (Data Collection Template) in Syniti.

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
1	Extract data from source system based on relevancy rule	SyWay Data Team
2	Google Sheet report pre-populated with PF2 and WP2 information to be generated based on relevancy criteria.	SyWay Data Team
3	Business to create the vendor hierarchy using the extract from previous step.	S2P Business / Data Owner

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
N/A

Data Collection Template (DCT)

Target Ready Data Collection Template will be created for Vendor Hierarchy data with exception of some fields which require transformation as mentioned in the transformation rule.

<Object> DCT Rules

Field Name	Field Description	Rule
PARTNER1	Business partner 1	LIFNR should be in BUT000
RELNR	Business Partner Relationship Number	Internal
PARTNER2	Business partner 2	LIFNR should be in BUT000
DATE_FROM	Validity Date (Valid From)	2 years prior to cut-over or Loading date (YYYYMMDD)
DATE_TO	Validity Date (Valid To)	Default to 99991231
RELTYP	Business Partner Relationship Category	Default to BUR021 (Parent-Child Relationship)

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible
1	3007 Business Partners - General (Vendor Master)	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 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.
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
1	Obtain DCT Sign-off from Business	SyWay S2P Data Team
2	<Add steps from Syniti here>	SyWay S2P Data Team
3	Review and Validate Error and Preload Reports	SyWay S2P Data Team
4	Generate Load Files	SyWay S2P Data Team

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic
1	DCT		PARTNER1	Business partner 1	S/4 Hana	BUT050	PARTNER1	Business partner 1	Cross Reference
2	DCT		RELNR	Business Partner Relationship Number	S/4 Hana	BUT050	RELNR	Business Partner Relationship Number	Internal
3	DCT		PARTNER2	Business partner 2	S/4 Hana	BUT050	PARTNER2	Business partner 2	Cross Reference
4	DCT		DATE_FROM	Validity Date (Valid From)	S/4 Hana	BUT050	DATE_FROM	Validity Date (Valid From)	Direct Mapping
5	DCT		DATE_TO	Validity Date (Valid To)	S/4 Hana	BUT050	DATE_TO	Validity Date (Valid To)	Direct Mapping
6	DCT		RELTYP	Business Partner Relationship Category	S/4 Hana	BUT050	RELTYP	Business Partner Relationship Category	Direct Mapping

Transformation Mapping

Use the exact name and reference this section in the “Transformation rules” above

Mapping Table Name	Mapping Table Description
xtPARTNER	BP Cross Reference

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible
1	Ensure DCT tables completeness	SyWay S2P Data Team

Pre-Load Validation

Project Team

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

Completeness

Task	Action
Verify Record Count	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.

Accuracy

Task	Action
Conversion Accuracy	SyWay S2P Data Team to verify that all fields below meet pass the checks: Mandatory Fields Field and Value Mapping Correctness Null Checks Text Length Checks
Review Error Reports	Review and correct the errors.  Achieve a zero-error record count as much as possible. Raise defects for data remediated and requiring a correction in the source data.

Business

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

Completeness

Task	Action
Verify Record Count	Business Data Owner/s to verify that the total number of relevant records from the the DCT is equal to the total number of records in the Preload and Load Sheets.

Accuracy

Task	Action
Conversion Accuracy	Business Data Owner/s to verify that all the data in the load table/file is accurate as per endorsed transformation/mapping rules (and signed-off DCT data).

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
1	Go to <Load Tool> (calling the function module BAPI_BUPR_RELATIONSHIP_CREATE)	SyWay S2P Data Team
2	Load 3 records for "Create Vendor Relationship" function to validate if data is loaded successfully without errors	SyWay S2P Data Team
3	Validate few records loaded by accessing standard transactions from S/4HANA E.g. BP > Relationships	SyWay S2P Data Team
4	Generate post load report if step 3 is validated	SyWay S2P Data Team

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 (Standard)
1	TBZ9 - BP relationship categories (Confirm if activated for Vendor)

Conversion Objects

Object #	Preceding Object Conversion Approach
1	3007 - BP General Vendor Master

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
Configuration	Invalid relationship category Type	Engage Functional team to expedite and fix the error in the system

Post-Load Validation

Project Team

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

Completeness

Task	Action
Verify Count	SyWay S2P Data Team to verify the record count created in target S/4 HANA by accessing post load reports in Syniti or standard reports from S/4 HANA.
Verify Logs	Check if there is data that failed to load and perform the necessary actions (e.g. register as post load issue or attempt to load the record again, etc.).

Accuracy

Task	Action
Conversion Accuracy	Verify that the Characteristics data in target S/4 HANA were loaded correctly via Syniti post load reports or standard reports from S/4 HANA.

Business

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

Completeness

Task	Action
Verify Count	Download Post Load Reports from Syniti and verify that the record count loaded in the target S/4 HANA is the same count as of the endorsed load file.

Accuracy

Task	Action
Conversion Accuracy	Verify that the Vendor Characteristics data in target S/4 HANA were loaded correctly via Syniti post load reports or standard reports from S/4 HANA

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