Purpose

The purpose of this document is to define the data conversion approach to create Material Listing and Exclusions in S/4 HANA.

Material Listing and Exclusion functionality in SAP enables control over which materials a customer is permitted or restricted from purchasing. A listing defines materials that a specific customer is allowed to buy, whereas an exclusion specifies materials they are not permitted to purchase. This functionality is essential for enforcing customer-specific sales restrictions.

In SAP S/4HANA, the structure and usage of Material Listing and Exclusion remains consistent with the ECC system, primarily based on combinations such as customer/ material or sales organization/ distribution channel/ customer/ material.

However, in SAP ECC, additional table combinations exist beyond the standard structures. Examples include:

• Destination Country/Material Group
• Destination Country/Region/Material
• Material/Plant/Ship-to Party
• Material/Plant/Sold-to Party
• Sales Organization/ Customer/ Material
• Sales Organization/Destination Country
• Sales Organization/Departure Country
• Material/Destination Country/Region
• Sales Organization/ Material/ Customer
• Material/Destination Country
• Sales Organization/Material/Destination Country

This conversion aims to migrate active and relevant Material Listing and Exclusion records from existing ECC systems into S/4HANA by applying 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 IDOCs, BAPIs, or direct table loads where applicable.

Conversion Scope

The scope of this document covers the approach for converting active Material Listing and Exclusions records from Legacy Source Systems into S/4HANA following the Material Listing and Exclusions Master Data Design Standard: DD-FUN-050 Master Data Standard_2001-Material Listing and Exclusions.

From the current system landscape, Material Listing and Exclusions exist in the both legacy systems - PF2 and WP2. Harmonization and validation are required to ensure the accurate and consolidated data in S/4HANA. While PF2 and WP2 serve as source systems, a mapping and transformation logic will be necessary to produce properly formatted load templates in line with the target design.

The data from legacy system includes: 

1.  All active Material Listing or Material Exclusions records, where "valid to date is beyond S/4HANA Go-Live date" AND must meet one or more of the applicable table combination criteria below:
   1. Customer/ Sold-to/ Ship-to sales view migrated as per CNV-3003 Business Partners - Customer (Sales and Service) - FLCU01 
   2. Material sales view migrated as per CNV-2003 Materials - Sales view with sales long text.
   3. Sales organization is in scope of S/4HANA
   4. Plant is in scope of S/4HANA 
   5. Material Group is in scope of S/4HANA
   6. Country (Departure/ Destination) must be within S/4HANA scope 
   7. Region must be within S/4HANA scope 

The data from legacy system excludes:

1. Invalid Material Listing or Material Exclusions, e.g. table KOTG905 - PF2 (Material/ Sales Organization) or KOTG905 - WP2 (Sales Organization/ Sales Document Type/ Item Category Group).

List of source systems and approximate number of records

Additional Information

Multi-language Requirement

N/A

Document Management

N/A

Legal Requirement

N/A

Special Requirements

Due to compliance requirement, there will be one SAP instance for Rest of the World (ROW), one for China and one for CUI. For Material Listing and Exclusions table with sales organization the records will be migrated to respective SAP instances. For Material Listing and Exclusions table without sales organization the records will be migrated to all instances.

 - MOVE TO TRANSFORMATION RULE

To identify the record is for SAP China, CUI or ROW Instance, it will use below logic. 

1. The Material Listing and Material Exclusions have sales organizations in-scope as per link HERE - sheet: MAP_VKORG (link to be updated once confirm)
2. The Material Listing and Material Exclusions have Plants in-scope as per this link HERE - sheet: MAP_WERKS (mapping table owned by S2P, link to be updated once confirm)
3. If the Material Listing and Material Exclusions do not used sales organization or plant in the table in-scope, e.g. Customer/Material OR Destination Country/Material Group OR Destination Country/Region/Material OR Material/Destination Country; then it will be migrated to all 3 instances (ROW, CUI and China). To check if the customer/ material are only in specific sales organization, sales transaction by sales organization to the destination country and material group and other combination in scope, etc. May need Syniti report or transformation logic to decide which sales organization the listing/ exclusions to be extended to.

Target Design

Material Listing and Exclusions Data strictly adheres to the Master Data Standard. The complete information of the tables and key fields that hold the Material Listing and Exclusions information follows the Master Data Standard document.

The technical design of the target for this conversion approach. 

Data Cleansing

All data cleansing should take place in the data source system as defined in this document, unless system limitations prevent it.

How to clean: Header data invalid - Data cleanser to delete all item data in the Material Listing and Exclusions, Item data invalid - Data cleanser to delete the invalid item data only.

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 WP2 and PF2. 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

Extraction

Extract data from a SAP ECC WP2 and PF2 into Syniti Migrate for S/4HANA. Syniti Migrate connects to the source and loads the data 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

Selection Screen

Data Collection Template (DCT)

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

DCT Rules

Extraction Dependencies

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

Transformation Rules

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

Transformation Mapping

Transformation Dependencies

Pre-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

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

Load Phase and Dependencies

The Material Listing and Exclusions will be loaded in the pre-cutover period.

Before loading, it will have dependency on the following configuration and data objects in the S/4 HANA.

Configuration

Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Post-load validation is a critical step in data migration, ensuring that transferred data is accurate, complete, and functional within the target system.

1. Ensuring Data Integrity
After migration, data must be consistent with its original structure. Post-load validation checks for missing records, incorrect mappings, and formatting errors to prevent discrepancies.
2. Business Continuity
Faulty data can disrupt operations, leading to financial losses and inefficiencies. Validating post-load data ensures that applications function as expected, preventing downtime.
3. Error Detection and Resolution
By validating data post-migration, businesses can detect anomalies early, reducing the cost and effort required for corrections

Completeness

Accuracy

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
• Material Listing and Exclusions is in scope based on data design and any exception requested by business.
• There will be 3 SAP instances, one for ROW, one for China and one for CUI only.
• For S/4HANA CUI instance, the migration activity will be handled by US based data consultant.

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