Status
Owner	Bernard Ng
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 migrate GL line items relating to withholding tax in S/4 HANA.

Conversion Scope

The scope of this document covers the approach for converting tax items with AP / AR open items from Legacy Source Systems into S/4HANA. 

The data from legacy system includes:

1. withholding tax items related to AP/AP special GL open items as per object # 9006/9007, that are in mapping
2. withholding tax items related to AR/AR special GL open items as per object # 9008/9009, that are in mapping

The data from legacy system excludes:

1. withholding tax items that are not mapped due to invoice level posting in legacy (avoid double posting)

List of source systems and approximate number of records 

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
PF2	withholding tax items of AP / AR open items	1000	S4	1000
WP2	withholding tax items of AP / AR open items	5000	S4	1000
PI2	withholding tax items of AP / AR open items	1000	S4	1000

Scope of the migration is based on withholding tax linked to migrated AP OPEN ITEMS (9006), AP SPECIAL GL OPEN ITEMS (9007), AR OPEN ITEMS (9008) and AR SPECIAL GL OPEN ITEMS (9009), which have not been posted during open item posting. The withholding tax codes will be mapped in a DCT/table by country / company. If such withholding tax codes are part of the AP/AR objects scope ie same document number/year/company code combination, the respective WITH_ITEM data will be extracted for migration together with each object. There will be no withholding tax posting /line item since it was not posted in legacy yet.

Amounts in legacy involve local currency, local currency2 and local currency3 eg. hard currency and derived group currency. All currencies will be loaded accordingly unless there is a change in company design where local / group currency changes. Rates are as per the historical postings unless specific requirement calls for a fixed rate eg. group currency rate for consolidation purposes.

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. 

Table	Field	Field Description	Data type	Length (Decimals)	Requirement
WITH_ITEM	BUKRS	Company Code	CHAR	4	Mandatory based on mapping
WITH_ITEM	BELNR	Document Number	CHAR	10	Mandatory
WITH_ITEM	GJAHR	Fiscal Year	NUMC	4	Mandatory
WITH_ITEM	BUZEI	Line item	NUMC	3	Start from 1
WITH_ITEM	WITHT	Withholding tax type	CHAR	2	Mandatory based on mapping
WITH_ITEM	WT_WITHCD	Withholding tax code	CHAR	2	Mandatory based on mapping
WITH_ITEM	WT_QSSHH	W/tax base amnt in LC	CURR	15(2)	Mandatory
WITH_ITEM	WT_QSSHB	W/tax base amount DC	CURR	15(2)	Mandatory
WITH_ITEM	WT_BASMAN	W/tax bse amnt entered man.	CHAR	1	Mandatory
WITH_ITEM	WT_QBSHH	Withholding tax amnt	CURR	15(2)	Mandatory
WITH_ITEM	WT_QBSHB	W/tax amount in DC	CURR	15(2)	Mandatory
WITH_ITEM	WT_AMNMAN	W/tax amount entered manually	CHAR	1	Mandatory
WITH_ITEM	WT_QSFHH	W/tax exempt amount in LC	CURR	15(2)	Mandatory
WITH_ITEM	WT_QSFHB	W/tax exempt amount in DC	CURR	15(2)	Mandatory

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. ETL Tool, 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:

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 ETL Tool. There are 2 possibilities:

1. The data exists. ETL Tool connects to the source and loads the data into ETL Tool. 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 ETL Tool; 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 ETL Tool. This is to be conducted using DCT (Data Collection Template) in ETL Tool

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.	Ensure source table WITH_ITEM is extracted in DSP according to the agreed cut-off date in the project plan	Data team
2.	For entities with withholding tax items maintained in DCT, ensure the DCTs are error free and endorsed for conversion	Data team
3.	Perform preliminary completeness check	Data team
4.	Raise issues as defects if Req # 1 to 3 are not met	Data team
5.	Repeat Req # 1 to 4 if required	Data team
6.	Report extraction result to person in charge of conversion	Data 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
BUKRS	Company Code	Drop down value from T001-BUKRS company code DCT (only with active for finance indicator)
BELNR	Document Number	This is the reference to AP/GL Open item document number for link / posting together
GJAHR	Fiscal Year	This is the reference to AP/GL Open item document number for link / posting together
BUZEI	Line item	Business to enter content as per data type and length permitted
WITHT	Withholding tax type	Drop down value from T059P-WITHT based on T059P-LAND1 = T001-LAND1
WT_WITHCD	Withholding tax code	Drop down value from T059Z-WT_WITHCD based on T059Z-WITHT + LAND1 = T059P-WITHT + LAND1
WT_QSSHH	W/tax base amnt in LC	Business to enter content as per data type and length permitted
WT_QSSHB	W/tax base amount DC	Business to enter content as per data type and length permitted
WT_BASMAN	W/tax bse amnt entered man.	Business to enter content as per data type and length permitted
WT_QBSHH	Withholding tax amnt	Business to enter content as per data type and length permitted
WT_QBSHB	W/tax amount in DC	Business to enter content as per data type and length permitted
WT_AMNMAN	W/tax amount entered manually	Business to enter content as per data type and length permitted
WT_QSFHH	W/tax exempt amount in LC	Business to enter content as per data type and length permitted
WT_QSFHB	W/tax exempt amount in DC	Business to enter content as per data type and length permitted

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step description	Team responsible
1.	Any period / year end close activities have been fully completed	Business
2.	Finance closing is completed and reconciled	Business

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 ETL Tool 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 ETL Tool
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.	Ensure all the fields that require value mapping, are completed. Mapping tables have the latest signed-off mapping files imported into ETL Tool.	Data team
2.	In tool, select the AP / AR Open Items object.	Data team
3.	Go to Process Area Launch and Process the Object - AP / AR Open Items .	Data team
4.	Launch the Objects to execute transformation.	Data team
5.	Monitor the transformation progress and ensure performance and completion is within allowed timeframe	Data team
6.	Generate Pre-Load reports .	Data team
7.	Generate data load count.	Data team
8.	Log errors as defects, if any and address resolutions. Close defects.	Data team
9.	Re-transform and re-validate the Pre-load reports if necessary.	Data team
10.	Validate the transformed file as part of pre-load validation, raise data defects or provide the pre-load sign-off.	Business
11.	Analyse and resolve any pre-load defects logged by business.	Data team
12.	Repeat steps 6 to 11 if necessary	Data team
13.	Proceed to pre-load validations	Data team

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target system	Target Table	Target Field	Target Description	Transformation logic
1	Legacy	WITH_ITEM	BUKRS	Company Code	S/4HANA	WITH_ITEM	BUKRS	Company Code	Map from source to target using Company code mapping table.
2	Legacy	WITH_ITEM	BELNR	Document Number	S/4HANA	WITH_ITEM	BELNR	Document Number	Copy source value as per OPEN AP / AR
3	Legacy	WITH_ITEM	GJAHR	Fiscal Year	S/4HANA	WITH_ITEM	GJAHR	Fiscal Year	Copy source value as per OPEN AP / AR
4	Legacy	WITH_ITEM	BUZEI	Line item	S/4HANA	WITH_ITEM	BUZEI	Line item	Start from 1
5	Legacy	WITH_ITEM	WITHT	Withholding tax type	S/4HANA	WITH_ITEM	WITHT	Withholding tax type	Map from source to target using Withholding tax type mapping table.
6	Legacy	WITH_ITEM	WT_WITHCD	Withholding tax code	S/4HANA	WITH_ITEM	WT_WITHCD	Withholding tax code	Map from source to target using Withholding tax code mapping table.
7	Legacy	WITH_ITEM	WT_QSSHH	W/tax base amnt in LC	S/4HANA	WITH_ITEM	WT_QSSHH	W/tax base amnt in LC	Copy source value
8	Legacy	WITH_ITEM	WT_QSSHB	W/tax base amount DC	S/4HANA	WITH_ITEM	WT_QSSHB	W/tax base amount DC	Copy source value
9	Legacy	WITH_ITEM	WT_BASMAN	W/tax bse amnt entered man.	S/4HANA	WITH_ITEM	WT_BASMAN	W/tax bse amnt entered man.	Default X
10	Legacy	WITH_ITEM	WT_QBSHH	Withholding tax amnt	S/4HANA	WITH_ITEM	WT_QBSHH	Withholding tax amnt	Copy source value
11	Legacy	WITH_ITEM	WT_QBSHB	W/tax amount in DC	S/4HANA	WITH_ITEM	WT_QBSHB	W/tax amount in DC	Copy source value
12	Legacy	WITH_ITEM	WT_AMNMAN	W/tax amount entered manually	S/4HANA	WITH_ITEM	WT_AMNMAN	W/tax amount entered manually	Default X
13	Legacy	WITH_ITEM	WT_QSFHH	W/tax exempt amount in LC	S/4HANA	WITH_ITEM	WT_QSFHH	W/tax exempt amount in LC	Copy source value
14	Legacy	WITH_ITEM	WT_QSFHB	W/tax exempt amount in DC	S/4HANA	WITH_ITEM	WT_QSFHB	W/tax exempt amount in DC	Copy source value

List of Custom Target Reports for this object is maintained here: Conversion Specification - Custom Reports Register.

Transformation Mapping

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

Mapping Table Name	Mapping Table Description
Company Code	Mapping of legacy company codes to target system value
Withholding Tax	Mapping of legacy withholding tax types and tax codes to target system value by country and company code (withholding tax in scope only)
Business place	Mapping of legacy to target system value according to company code. There is mapping of blanks to values in each company code

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible
1	Ensure all the fields that require value mapping, as stipulated. Mapping tables, have the correct values mapped and imported into tool.	Data team

Pre-Load Validation

Project Team

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

Completeness

Task	Action
Generation of Pre-load reports	Mandatory field check. Based on S/4HANA target design fields, account field status groups and tax settings Check if records have all mandatory fields filled and mapped, otherwise they should be flagged as error. Check signage of amount. Check whether source data (including DCT) has debit and credit entries in the same line. If sign is the same in all the three currency fields, then no action needed. If the sign in the document currency and company code currency field are different, then the document needs to be corrected in the source system or DCT. Ensure all transactions have values in Document Currency and Local Currency (i.e. no 0.00 allowed)
Reconciliation of total	Record Count Check the sum of record count of the AP /AR withholding tax items in the load file is the same as source. The record count for AP / AR withholding tax items will be done on the group basis. The fields in the group are consist of: Company Code, withholding tax code Check Amount in Document Currency and Local Currency Check the sum of the amount in Document Currency and Local Currency in load file is the same as source. If any of the sum is different, flag the record as error.

Accuracy

Task	Action
Mandatory field mapping and transformation	Obtain a list of the fields to be populated with values from mapping files and ensure all these fields contain S/4HANA values.  Review the data report to ensure mapping value is not missing in tool. Capture errors in the Data Error report.

Business

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

Completeness

Task	Action
Verify record count in Pre-load reports by region	In legacy system, execute withholding tax reports for withholding tax codes and AP / AR document numbers by company. Group the output of the report by Company Code and compare the count in this report against the AP / AR withholding tax items count in the pre-load file. If any of the count is different, raise defect and flag the relevant record as error.

Accuracy

Task	Action
Conversion accuracy	Verify AP/AR withholding tax items are transformed accurately as per endorsed transformation/mapping rules. Review error reports in tool for any mismatch or missing transformed values. In legacy system, execute withholding tax report (t/code: S_P00_07000134) with selection parameters. If any of the sum is different, raise defect and flag the relevant record as error.

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	Ensure the load tools are transported into the correct tool instance.	Data team
2	Ensure DCTs and all required mappings are submitted and complete	Data team
3	Ensure Pre-load sign-offs are obtained.	Data team
4	Execute tool AP/AR withholding tax items	Data team
5	Generate the post load reports in tool.	Data team
6	Log errors as defects, if any and address resolutions. Close defects.	Data team
7	Resolve defects by reupload and re-generate post load reports if necessary.	Data team
8	Business to validate the post load files as part of post-load validation, raise data defects or provide the post-load sign-off.	Business
9	Repeat steps 5 to 7 if necessary.	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
1.	Company code-related configuration (posting period variant).
2.	Finance posting (document types, document number ranges, special gl indicator)
3.	Currencies (currency keys, decimal places in currencies)
4.	Withholding Tax (tax types , tax codes, business place)

 Conversion Objects

Object #	Preceding Object Conversion Approach
1067	GL Account Operational CoA (incl. secondary CE)
3018	Business Partners - FI Vendor (FLVN00)
9006	AP Open Items
9007	AP Special GL Open Items
9008	AR Open Items
9009	AR Special GL Open Items

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
Withholding Tax type does not exist	Withholding Tax type does not exist in country	Ensure the Withholding tax type mapping is correct
Withholding Tax code does not exist	Withholding Tax code does not exist in country	Ensure the Withholding tax code mapping is correct

Post-Load Validation

Project Team

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

Completeness

Task

Action

Reconciliation of Record Count

Total number of records loaded for AP /AR withholding tax items will be generated in the Post-load reports in tool based on the target table and fields mentioned The reconciliation needs to be executed on the total number of ‘valid’ records and currency amount per company code in the source compared to total number of records and currency amount in S/4HANA Record Count Check the sum of record count of the tax items in the load file is the same as S/4HANA. The record count for AP/AR withholding tax items will be done on the group basis. The fields in the group are consist of: Company Code, withholding tax code Check Amount in Document Currency and Local Currency Check on line item level that the sum of the amount in Document Currency and Local Currency in the load file is the same as posted in S/4HANA. If any of the sum is different, flag the record as error.

Accuracy

Task

Action

Check values in key fields for accuracy

Post-load reports will have the same structure as the load file and some additional columns as required to facilitate the post load validation. Leverage on tool to create a Post Load report that reports S/4HANA loaded records along with the legacy values side-by-side to allow for 100% check of all these fields in the shortest possible time. Any mismatch will be reported under the Post Load - Error report.

Business

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

Completeness

Task	Action
Record Count Check	Review the record count report from the Data Team and ensure it is correct by cross-checking with the record count confirmed during Pre-load Business Validations Business may also run VAT reports or equivalent report in Fiori App to display loaded AP / AR withholding tax items in S/4HANA and compare results against the pre-load reports generated from tool.

Accuracy

Task	Action
Withholding tax items totals	Check withholding tax totals by Company code. Totals should be checked in Document, Local and Group currency.
Spot check	Business should choose some tax codes and perform comprehensive check of withholding tax items etc. Such companies should have huge number of withholding tax items or have certain complexity in conversion.

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.

Change log

Workflow history