Purpose

This document defines the conversion approach for migrating Sales (V1) and Billing (V3) output condition records from SAP ECC to SAP S/4HANA, based on a new BRF+-driven output management strategy.

This document introduces a new approach to migrating output management, shifting from the legacy ECC output condition record model to a simplified, rules-driven BRF+ framework. It describes the end-to-end migration process, covering data extraction (via Syniti), functional transformation (advised by the Functional Team), and loading into BRF+ decision tables (by the functional team)—ensuring alignment with overall project governance and design principles.

New Approach: BRF+ Output Simplification

• Merge multiple legacy ECC output types (e.g., ZC10,ZC11,ZARM...) into a single BRF+-driven output type, e.g. ORDER_CONFIRMATION to simplify maintenance and governance.

• Global template layout per output type (as much as possible)

• Minimize the creation of outputs that are rarely triggered, focusing on high-value and frequently triggered scenarios.

• Avoid using business partners or email addresses as decision table input parameters. Instead, leverage business partner attributes to determine the appropriate outputs and channels. This approach requires that the relevant attributes be maintained during Business Partner migration, aligned with the existing output conditions.

Key Implications:

• There will be no direct one-to-one mapping between ECC output condition records and BRF+ decision tables. Instead, this approach will use a  rules-based model that covers the majority of business scenarios and reduces operational complexity.

• The new model will establish and maintain output determination records—including email recipients, output channels, and Business Partner–related conditions—within BRF+.

• The transformation builds upon the configuration and master data currently maintained under the Classic Output Management (NAST framework) in ECC, adapting it to the BRF+ governance structure in S/4HANA.

Note:

this document

Conversion Scope

The conversion scope covers the extraction, transformation, and loading of output determination data from Classic Output Management (NAST-based framework) into BRF+ Output Parameter Determination (OPD) in S/4HANA, ensuring both initial migration and interim synchronization until full adoption of BRF+ is achieved.

The scope includes:

• Extraction of customer-related output condition records (e.g., for Sales Orders,  Quotations, Contracts, Scheduling Agreements, Invoice and Credit and Debit memos) from Classic Output Management, including associated communication details such as email addresses, language, and output channels;
• Mapping of Classic condition record keys (application, condition type, key combination) to BRF+ OPD parameters (e.g.,  Document Type, Output Type, Sales Organization,);
• Transformation of medium and dispatch settings from Classic (e.g., NAST medium codes) to BRF+ equivalent channels (e.g., Email, Print, EDI), ensuring compatibility with S/4HANA Output Management settings;
• Initial Load of the transformed dataset into BRF+ Output Parameter Determination using the OPD framework and/or BRF+ application data load methods;
• Validation to ensure that migrated BRF+ records produce identical output results as their Classic counterparts for equivalent sales scenarios.

Out of Scope:

• Migration of output determination for applications outside of sales (e.g., MM Purchasing outputs);
• Modifications to customer master data beyond the email and communication fields required for BRF+;
• Changes to output form templates (Smartforms/Adobe Forms) beyond what is required for enabling BRF+.

The data from legacy system includes:

1. Active output condition records for Sales (Application V1 and V3) linked to customers (Partner Function SP, BP,PY, CONTACTS) with maintained communication details (email address, fax, etc.)
   1. Output types relevant for Sales Orders, Quotations, Contracts, Invoices and memos and Scheduling Agreements that are in active use in the business process
2. Records with valid medium settings (e.g., Email, Print, EDI) compatible with S/4HANA BRF+ output channels
3. Active records where the deletion indicator (LOEKZ) is initial.
4. Language assignments that are valid in the target system

The data from legacy system excludes:

1. Obsolete, expired, or logically deleted output condition records
2. Condition records for customers that are blocked for sales or flagged for deletion in the customer master
3. Output types not used in the current or target S/4HANA sales processes
4. Records with incomplete or invalid communication data (e.g., missing email for email output medium)
5. Condition records belonging to applications other than sales (e.g., LE, MM, FI outputs)

Data Profiling

List of source systems and approximate number of records for tables for tables in use

• Usage = B

• Application: = V1 and V3

• transmission mediums 5,6,7,8:

List of source systems and approximate number of records

Additional Information

Multi-language Requirement

Output texts and messages will be migrated for all relevant languages (EN, FR, NL, PT, etc.).

Document Management

All deliverables, SQL extractions, and DCT templates will be version-controlled in Confluence and Jira.

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

In S/4HANA Output Management (via BRF+), decision tables replace the condition technique. Each BRF+ decision table acts like a flexible rule set:

Input Parameters → Decision Logic → Output Parameters (Result)

They determine:

1. Output Type (e.g., ORDER_CONFIRMATION, BILLING_OUTPUT)
2. Output Channel (e.g., Email, Print, EDI)
3. Form Template (Adobe Form)
4. Receiver (Partner Function)
5. Language

The decision tables below depict the typical structures of BRF+ tables and are based on the current design within the Toolkit.  Please note that these tables are for demonstration purposes and will change once the final design  has been confirmed.

Data Cleansing

N/A

Conversion Process

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

Data Privacy and Sensitivity

All data extracted must be anonymized and handled according to data protection policies.

Extraction

Data will be extracted from ECC using SQL based queries executed on the source database. The extraction will include relevant tables such as NACH, TNAPR, The extraction methods are as follows:

• Full extraction from relevant tables in ECC (preferred).
• Extraction through the application layer when database access is restricted.
• Manual extraction via reports or DCT if system access is not possible.

Relevancy criteria will be applied to include only active, valid, and in scope records.

Extraction Run Sheet: To be provided after the first mock cycle.

This data will not be migrated, it will be used to complete the data collection files based on BRF+ Decision tables setup.

Source Table to be extracted: NACH Table

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 Templates (DCT)

BRF+ provides a built-in feature to download and upload decision tables as Excel files. 

Steps:

1. Go to BRF+ application in transaction BRF+ 

2. Open the Decision Table object.

3. From the Table Maintenance screen:

   • Click on “Download to Excel” → system exports the current content and structure.

   • Fill in or update the Excel file offline.

   • Use “Upload from Excel” to import back.

Note: 

• Each table must be handled individually. 
• The creation of Data collection template must be aligned with BRF+ configurations .  For now, the following Templates are based on interim configurations (from S/4HANA sandbox).  This will be replaced once the configuration is ready. The same applies to the contents of the DTs, they are here as examples of how the entries look like and will be replaced by real objects .

1. DT_OUTPUT_TYPE
2. DT_RECEIVER
3. DT_OUTPUT_CHANNEL
4. DT_EMAIL_SETTING
5. DT_EMAIL_RECEIVER
6. DT_OUTPUT_RELEVANCE
7. DT_FORM_TEMPLATE

SALES DECISION TABLES

DT_OUTPUT_TYPE: 

DCT Rules:

DCT Template: 

DT_RECEIVER: (Partner)

DCT Rules:

DCT Template:

DT__CHANNEL:     (Medium)

DCT Rules:

DCT Template:

DT__EMAIL_RECEIVER:

DCT Rules:

DCT Template:

DT__EMAIL_SETTING:

DCT Rules:

DCT Template:

DT__OUTPUT_RELEVANCE:

DCT Rules:

DCT Template:

DT__FORM_TEMPLATE:

DCT_Rules

DCT Template:

BILLING DECISION TABLES

DT_OUTPUT_TYPE: 

DCT Rules:

DCT Template: 

DT_RECEIVER: (Partner)

DCT Rules:

DCT Template:

DT_CHANNEL: (Medium)

DCT Rules:

DT_EMAIL_RECEIVER

DCT Rules:

DT_FORM_TEMPLATE: ()

DCT Rules:

DT_OUTPUT_RELEVANCE: ()

DCT Rules:

Extraction Dependencies

Transformation

There will be no transformation on the legacy data. The data will be used to help design / complete the new decision tables in S/4 Hana.

Transformation Run Sheet

Legacy condition tables setup:

The table below contains

• The number of legacy access sequences per output medium. 
• The last 2 column, indicate the number of legacy accesses based on the business partner and the sales office.

Please note that there is no direct mapping between the output condition types and the BRF+ output types. The table below simply contains the list of legacy output types and how they would have been mapped if all conditions were migrated. Please also note that all conditions no longer associated to V1 have been excluded. 

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

Transformation Mapping

Transformation Dependencies

PreLoad Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Load

The load process includes:

1. The process will involve downloading the DCT Excel Decision Tables and then uploading the tables into the target system using the standard SAP BRF+ upload functionality .The generated excel files will be used as load files
2. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation

BRF+ provides a built-in feature to download and upload decision tables as Excel files. 

Steps:

1. Go to BRF+ application in transaction BRF+ 

2. Open the Decision Table object.

3. From the Table Maintenance screen:

   • Click on “Download to Excel” → system exports the current content and structure.

   • Fill in or update the Excel file offline.

   • Use “Upload from Excel” to import back.

Load Run Sheet

Each Item represent a Decision table downloaded from Golden Client 

There will be Decision tables for sales and Billing.

Load Phase and Dependencies

Configuration

Conversion Objects

Error Handling

PostLoad Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

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