Status
Owner	Bernard Ng
Stakeholders	NAIDU-ext, Prasad PILLAY-ext, Lawrence GARCIA-ext, Angel Luis FANSALKAR-ext, Ashish

Purpose

The purpose of this document is to define the conversion approach to migrate AP open items without special GL indicator (normal items) in S/4 HANA.

AP open items are related to vendor line items that have not been cleared and remains as open status during migration cut-off date. Vendors comprise of the following types :

• 3rd party vendors
• Intercompany vendors
• Employees
• Others
• One time vendor should be excluded and not supported

Conversion Scope

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

Relevancy rule :

The extracted data from legacy system are filtered as follows :

1. 1. BSIK : 
      1. All open items with no special GL indicator UMSKZ = blank (normal items) 
      2. Posting date BUDAT <= migration cutoff date
      3. Company code in scope (link)
      4. Vendor in scope (refer to link for exclusion)
      5. Profit center in scope (refer to link for excluded profit centers BSIK-PRCTR)
      6. BSTAT = blank only (exclude parked item and noted item)
   2. BSAK :
      1. All open items with no special GL indicator UMSKZ = blank (normal items) 
      2. All normal items posted before migration cutoff date but cleared after migration cutoff date (clearing date AUGDT > migration cutoff date and posting date BUDAT<= migration cutoff date)
      3. Company code in scope (link)
      4. Vendor in scope (refer to link for exclusion)
      5. Profit center in scope (refer to link for excluded profit centers BSAK-PRCTR)
   3. BSET :  Refer to migration object CNV-9019 GL Line Items (BS - Input / Output (VAT))
   4. WITH_ITEM : Refer to migration object CNV-9020 GL Line Items (BS - Withholding Tax)

Note: There will not be migration of attachments / notes from open items in legacy systems

List of source systems and approximate number of records 

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
PF2	AP open item	7000	S4	7000
WP2	AP open item	16000	S4	16000
PI2	AP open item	5000	S4	50000

Amounts in legacy involve document currency, local currency and group currency (if any). 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. Offsetting GL accounts in legacy documents will not be considered in this migration scope, they will be migrated in other objects scope eg. GL open item or GL balances. Migration takeover GL accounts will be offsetting the AP open items based on default mapping (refer link)

Deferred tax in legacy AP documents will be included during migration. Reference to object 9019 (GL Line Items (BS - Input /Output (VAT)) for logic.

Withholding tax in legacy AP documents will be included during migration if withholding tax was not posted in legacy to avoid double posting. Reference to object 9020 (GL Line Items (BS - Withholding Tax)) for logic.

If AP item does not have profit center (BSIK-PRCTR = blank), a default profit center will be used based on mapping table by company code (refer link).

Additional Information

Multi-language Requirement

Summarize Multi-language Requirement/s, if any

Document Management

There will not be migration of attachments from open items in legacy systems. They will remain in legacy for reference.

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	Data Element	Field Description	Data Type	Length (Decimals)	Requirement
BSEG	BUKRS	BUKRS	Company Code	CHAR	4	Mandatory
BSEG	XBLNR	XBLNR1	Reference Document Number	CHAR	16	Mandatory
BSEG	BUZEI	BUZEI	Line item number	NUMC	3	Mandatory
BSEG	LIFNR	LIFNR	Vendor	CHAR	16	Mandatory
BSEG	SAKNR	SAKNR	Alternative Reconciliation Account	NUMC	10	Optional
BSEG	BLART	H_BLART	Document type	NUMC	2	Mandatory with mapping
BSEG	UMSKZ	UMSKZ	Special G/L Indicator	CHAR	1	N/A in this object. Refer to 9007 (AP Special GL Open Items)
BKPF	BLDAT	BLDAT	Document Date	DATE	10	Mandatory
BKPF	BUDAT	BUDAT	Posting Date	DATE	10	Mandatory (migration cutoff date)
BKPF	BKTXT	BKTXT	Header Text	CHAR	50	Optional
BSEG	SGTXT	SGTXT	Item Text	CHAR	50	Optional
BSEG	GSBER	GSBER	Business Area	CHAR	4	Not required
BSEG	WAERS	WAERS	Document Currency	CHAR	5	Mandatory
BSEG/ACDOCA	WRBTR/WSL	WRBTR/WSL	Amount in Document Currency	CURR	23(2)	Mandatory
BSEG	H_HWAER	H_HWAER	Local currency	CURR	5	Mandatory
BSEG/ACDOCA	DMBTR/HSL	DMBTR/HSL	Amount in Local Currency	CURR	23(2)	Mandatory
BSEG	H_HWAE2	H_HWAE2	LC2	CURR	5	Optional
BSEG/ACDOCA	DMBE2/OSL	DMBE2/OSL	Amount in LC2	CURR	23(2)	Optional
BSEG	H_HWAE3	H_HWAE3	LC3	CURR	5	Optional
BSEG/ACDOCA	DMBE3/KSL	DMBE3/KSL	Amount in LC3	CURR	23(2)	Optional
BSEG	BUPLA	BUPLA	Business place	CHAR	4	Optional
BSEG	SECCO	SECCO	Section code	CHAR	4	Optional
BSEG	ZTERM	ZTERM	Payment Term	CHAR	4	Optional
BSEG	ZLSCH	DZLSCH	Payment Method	CHAR	1	Optional
BSEG	UZAWE	UZAWE	Payment method supplement	CHAR	2	Optional
BSEG	ZLSPR	DZLSPR	Payment Block Key	CHAR	1	Optional
BSEG	KIDNO	KIDNO	Payment reference	CHAR	30	Optional
BSEG	BZDAT	BZDAT	Value Date	DATE	8	Optional
BSEG	HBKID / HKTID	HBKID / HKTID	House bank	CHAR	5	Optional
BSEG	BVTYP	BVTYP	Partner bank type	CHAR	4	Optional
BSEG	REBZG	REBZG	Invoice reference	CHAR	10	Optional
BSEG	REBZJ	REBZJ	Invoice reference fiscal year	NUMC	4	Optional
BSEG	VBUND	VBUND	Trading Partner	CHAR	6	Optional
BSEG	LZBKZ	LZBKZ	SCB Indicator	CHAR	3	Optional
BSEG	XREF1_HD	XREF1_HD	Reference field 1 (header)	CHAR	20	Not required
BSEG	XREF2_HD	XREF2_HD	Reference field 2 (header)	CHAR	20	Not required
BSEG	XREF1	XREF1	Reference key 1	CHAR	12	Optional
BSEG	XREF2	XREF2	Reference key 2	CHAR	12	Optional
BSEG	XREF3	XREF3	Reference key 3	CHAR	12	Optional
BSEG	ZUONR	DZUONR	Assignment Number	CHAR	18	Optional
BSEG	PRCTR	PRCTR	Profit center	CHAR	10	Mandatory
BSEG	PPRCTR	PPRCTR	Partner Profit Centre	CHAR	10	Optional
BSET	*	*	*	*	*	Refer to data object # 9019 (GL Line Items (BS - Input /Output (VAT))
WITH_ITEM	*	*	*	*	*	Refer to data object # 9020 (GL Line Items (BS - Withholding Tax))
BSEG	GKONT	HKONT	Offset GL account	NUMC	10	Mandatory (Migration GL account for OAP refer link)

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 Migrate, 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
1	Can load, but business process affected	Open Item is overdue and aged > 1 year	Rule 1: Company must be in scope; Rule 2: Line item is not having a clearing date; Rule 3: Current system date > 1 year posting date;	Report	PF2 / PI2 / WP2
2	Can load, but business process affected	Open Items for Employees Vendors	Rule 1: Company must be in scope; Rule 2: Line item is not having a clearing date; Rule 3:  Vendors is with Employee Vendor Account (account group Z012 in WP2 / account group ZZPE in PF2)	Report	PF2 / PI2 / WP2
3	Cannot load	Open Items posted for One-Time Vendor	Rule 1: Company must be in scope; Rule 2: Line item is not having a clearing date; Rule 3:  Vendors is with One-time Vendor account	Report	PF2 / PI2 / WP2
4	Cannot load	Parked Items to be checked	Rule 1: Company must be in scope; Rule 2: Document is parked (document status = “V”)	Report	PF2 / PI2 / WP2
5	Cannot load	Noted Items to be checked	Rule 1: Company must be in scope; Rule 2: Document is noted (document status = “S”)	Report	PF2 / PI2 / WP2
6	Can load, but business process affected	Monitor documents without payment terms and payment method	Rule 1: Company must be in scope; Rule 2: Document is missing payment terms and / or payment method	Report	PF2 / PI2 / WP2

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 tables BKPF, BSEG, BSIK, BSAK are extracted in tool according to the agreed cut-off date in the project plan	Data team
2.	Perform preliminary completeness check	Data team
3.	Raise issues as defects if Req # 1 to 2 are not met	Data team
4.	Repeat Req # 1 to 3 if required	Data team
5.	Report extraction result to person in charge of AP OI 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)

Data Collection Template will be created with legacy data which require transformation as mentioned in the transformation rule. It can also be used for data that are not automatically extracted from legacy and require direct load to target system.

Note : Existing PI2 data has custom table/fields related to treasury and inhouse bank processes eg. table ZZF_BSEG. As these fields are not going to be available in S4, some fields will be migrated to existing standard text format fields

Update (28 Oct) : Syniti will be extracting from PI2 and therefore DCT is not required anymore

Field Name	Field description	Rule
BUKRS	Company Code
XBLNR	Reference Document Number
BUZEI	Line item number
LIFNR	Vendor
SAKNR	Alternative Reconciliation Account
BLART	Document type
UMSKZ	Special G/L Indicator
BLDAT	Document Date
BUDAT	Posting Date
BKTXT	Header Text
SGTXT	Item Text
GSBER	Business Area
WAERS	Document Currency
WRBTR/WSL	Amount in Document Currency
H_HWAER	Local currency
DMBTR/HSL	Amount in Local Currency
H_HWAE2	LC2
DMBE2/OSL	Amount in LC2
H_HWAE3	LC3
DMBE3/KSL	Amount in LC3
BUPLA	Business place
SECCO	Section code
ZTERM	Payment Term
ZLSCH	Payment Method
UZAWE	Payment method supplement
ZLSPR	Payment Block Key
KIDNO	Payment reference
BZDAT	Value Date
HBKID / HKTID	House bank
BVTYP	Partner bank type
REBZG	Invoice reference
REBZJ	Invoice reference fiscal year
VBUND	Trading Partner
LZBKZ	SCB Indicator
XREF1	Reference key 1
XREF2	Reference key 2
XREF3	Reference key 3
ZUONR	Assignment Number
PRCTR	Profit center
PPRCTR	Partner Profit Centre
GKONT	Offset GL account

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.	Reconciliation for intercompany payables have been completed, and adjustment made in legacy SAP system	Business
3.	Reconciliation of migrated Purchase Order is completed before the extraction of Accounts Payable Open Items	Business and Data

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, as stipulated in Mapping tables, have the latest signed-off mapping files imported into ETL Tool.	Data team
2.	In tool, select the AP Open Items object.	Data team
3.	Process the Object - AP Open Items - R3 AP Open Items.	Data team
4.	Launch 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	N/A	N/A	N/A	N/A	S/4HANA	BKPF	BELNR	Document Number	Automatic determination of the Document number in target system. Document number from source system is migrated into field SGTXT – see transformation rule for Line Item text field below.
2	Legacy	BKPF	BUKRS	Company Code	S/4HANA	BSIK	BUKRS	Company Code	Map from source to target using company code mapping table (link)
3	Legacy	BSIK	LIFNR	Vendor Account	S/4HANA	BSIK	LIFNR	Vendor Account	Map from source to target using Business Partner mapping table.  For exceptions, to use DCT eg post to GL account xxxxxx without any vendor via GL open item DCT.
4	N/A	BSIK	BLART	Document type	S/4HANA	BSIK	BLART	Document type	Default to 9K as per config link
5	Legacy	BSIK	XBLNR	Reference Document Number	S/4HANA	BSIK	XBLNR	Reference Document Number	Copy source value.
6	Legacy	BSIK	BLDAT	Document Date	S/4HANA	BSIK	BLDAT	Document Date	Copy source value
7	Legacy	BSIK	BUDAT	Posting Date	S/4HANA	BSIK	BUDAT	Posting Date	Posting date = Conversion date (last day of month prior go-live)
8	Legacy	BKPF	BKTXT	Header Text	S/4HANA	BKPF	BKTXT	Header Text	Override with concatenation of company code + fiscal year + document number + line item number. This will be used for reconciliation to legacy purposes
9	Legacy	BSIK	SGTXT	Item Text (For offset posting to conversion take-on G/L account)	S/4HANA	BSIK	SGTXT	Item Text	Copy source value
10	Legacy	BSIK	GSBER	Business Area	S/4HANA	BSIK	GSBER	Business Area	Leave blank
11	Legacy	BKPF	WAERS	Document Currency	S/4HANA	BSIK	WAERS	Document Currency	Mapping table - When conversion from ‘old’ Local currency to ‘new’ Local currency applies
12	Legacy	BSIK	WRBTR	Amount in Document Currency	S/4HANA	BSIK/ACDOCA	WRBTR/WSL	Amount in Document Currency	Copy source value
13	Legacy	BSIK	DMBTR	Amount in Local Currency	S/4HANA	BSIK/ACDOCA	DMBTR/HSL	Amount in Local Currency	Copy source value if source currency is equal to target currency, If different, to use DCT
14	Legacy	BSIK	DMBE2	LC2 amount	S/4HANA	BSIK/ACDOCA	DMBE2/OSL	LC2 amount	Copy source value
15	Legacy	BSIK	DMBE3	LC3 amount	S/4HANA	BSIK / ACDOCA	DMBE3 /KSL	Amount in LC3	Copy source value (if any). If blank or 0 , this is to be auto calculated in target system during loading, based on Local currency amount (DMBE2) converted to group currency (T000-MWAER) with exchange rate of migration posting date
16	Legacy	BSIS	VALUT	Value Date	S/4HANA	BSIK	BZDAT	Value Date	Copy source value
17	Legacy	BSIS	PRCTR	Profit Centre	S/4HANA	BSIK	PRCTR	Profit Centre	Map from source to target using Profit center mapping table. If blank , to default profit center by company (refer link)
18	Legacy	BSIS	VBUND	Company ID of Trading Partner	S/4HANA	BSIK	RASSC	Company ID of Trading Partner	Map from source to target using Trading Partner mapping table
19	Legacy	BSIS	ZUONR	Assignment Number	S/4HANA	BSIK	ZUONR	Assignment Number	Copy source value
20	Legacy	BSIK	UMSKZ	Special G/L Indicator	S/4HANA	BSIK	UMSKZ	Special G/L Indicator	N/A
21	Legacy	BSIK	ZLSPR	Payment Block Key	S/4HANA	BSIK	ZLSPR	Payment Block Key	Map from source to target using Payment Block Key mapping table
22	Legacy	BSIK	ZLSCH	Payment method	S/4HANA	BSIK	ZLSCH	Payment method	Map from source to target using Payment method mapping table
23	Legacy	BSIK	ZTERM	Payment Term	S/4HANA	BSIK	ZTERM	Payment Term	Map from source to target using Payment term mapping table
24	Legacy	BSIK	HBKID / HKTID	House bank	S/4HANA	BSIK	HBKID / HKTID	House bank	Map from source to target using House bank mapping table (link)
25	Legacy	BSIK	BVTYP	Partner bank type	S/4HANA	BSIK	BVTYP	Partner bank type	Map from source to target using Partner bank type mapping table (link)
26	Legacy	BSIK	REBZG	Invoice reference	S/4HANA	BSIK	REBZG	Invoice reference	Leave blank
27	Legacy	BSIK	REBZJ	Invoice reference fiscal year	S/4HANA	BSIK	REBZJ	Invoice reference fiscal year	Leave blank
28	Legacy	BSIK	ZFBDT	Baseline Date	S/4HANA	BSIK	ZFBDT	Baseline Date	Copy source value
30	Legacy	BSIK	LZBKZ	SCB Indicator	S/4HANA	BSIK	LZBKZ	SCB Indicator	Map from source to target using Payment term mapping table
31	Legacy	BKPF	XREF1_HD	Reference field 1 (header)	S/4HANA	BKPF	XREF1_HD	Reference field 1 (header)	Not required
32	Legacy	BKPF	XREF2_HD	Reference field 2 (header)	S/4HANA	BKPF	XREF2_HD	Reference field 2 (header)	Not required
33	Legacy	BSIK	KIDNO	Payment reference	S/4HANA	BSIK	KIDNO	Payment reference	Copy source value
36	Legacy	BSIK	XREF1	Reference key1	S/4HANA	BSIK	XREF1	Reference key1	Copy source value except for PI2 data which will be mapped to custom table ZZF_BSEG-ZZ_BUKRS (Affiliate)
37	Legacy	BSIK	XREF2	Reference key2	S/4HANA	BSIK	XREF2	Reference key2	Copy source value except for PI2 data which will be mapped to custom table ZZF_BSEG-????? (Affiliate document number)
38	Legacy	BSIK	XREF3	Reference key3	S/4HANA	BSIK	XREF3	Reference key3	Copy source value
39	Legacy	BSIK	UZAWE	Payment method supplement	S/4HANA	BSIK	UZAWE	Payment method supplement	Map from source to target using Payment method supplement mapping table
40	Legacy	BSIK	BUPLA	Business place	S/4HANA	BSIK	BUPLA	Business place	Map from source to target using Business place mapping table
41	Legacy	BSIK	SECCO	Section code	S/4HANA	BSIK	SECCO	Section code	Map from source to target using Section code mapping table
42	Legacy	BSIK	PPRCTR	Partner Profit Centre	S/4HANA	BSIK	PPRCTR	Partner Profit Centre	Map from source to target using Profit center mapping table
43	Legacy	BSEG	GKONT	Offset GL account	S/4HANA	BSEG	HKONT	Offset GL account	Map from source to target using GL account mapping table

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

Note for currencies : 

Currency Adjustment During Migration (TCURX Consideration)
In SAP, the TCURX table defines the number of decimal places used for each currency.
This impacts how amounts are stored internally in database tables versus how they are displayed externally in user interfaces or reports.
Currencies such as JPY (Japanese Yen), KRW (Korean Won), or VND (Vietnamese Dong) are typically configured with no decimal places (TCURX-CURRDEC = 0).
Understanding and correctly applying the TCURX rules is essential during data migration to ensure financial consistency between ECC and S/4HANA.
Internal vs External Currency Representation example:

External Amount
The amount value as displayed to users in SAP screens and reports.
96015 JPY


Internal Amount
The amount value stored in database tables for computation.
960.15
Multiplied by factor = 10² if target has 2 decimals
 During data migration, these internal (technical) amounts must be converted to external amounts to ensure accuracy and consistency in the target S/4HANA system.
Conversion Formula:
External Amount =  Internal Amount * 10 to the power ( 2 - Number of decimal for the currency in TCURX table )

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
GL Account	Default offsetting GL account each open AP item
Profit Centre	Mapping of legacy Profit Center to target system value Default profit center for blank legacy profit center line items
Business Partner	Mapping of legacy vendor accounts to target system value
Trading Partner	Mapping of legacy trading partners to target system value
Business Area	Mapping of legacy Business Area to target system value
Currency	Mapping of legacy currency keys to target system value
Payment Block	Mapping of legacy payment block key to target system value
Payment Method	Mapping of legacy payment method to target system value
Payment Term	Mapping of legacy Payment Term to target system value
Purchase order Number	Mapping of legacy PO to target system value
Payment method supplement	Mapping of legacy Payment method supplement to target system value
Business place	Mapping of legacy Business place to target system value
Section code	Mapping of legacy Section code to target system value
SCB Indicator	Mapping of legacy SCB Indicator to target system value
House bank	Mapping of legacy House bank & account ID to target system value
Partner bank type	Mapping of legacy Partner bank type to target system value
Special G/L Indicator	Mapping of legacy Special G/L Indicator to target system value
Document type	Default doc type for this object OPEN AP
Transaction type	Mapping of legacy Transaction type to target system value

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, check if records have all mandatory fields filled and mapped, otherwise they should be flagged as error. Check Business Partners are extended to required company code Check if all mapped business partners exists in S/4HANA LFB1-LIFNR (Vendor) and LFB1-BUKRS (Company Code), and LFB1-LOEVM (Deletion Flag) must not be X 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 open items in the load file is the same as source. The record count for AP Open Items will be done on the group basis. The fields in the group are consist of: Company Code, Vendor 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 report AP Line Item Display (t/code: FBL1N) with selection parameters.  Group the output of the report by Company Code and Vendor Account using subtotal function and compare the count in this report against the AP open items count in the pre-load file. The record count for AP Open Items may also be done on the more granular level. The recommended granular level or the subtotal fields can consist of: Company Code, Vendor, Profit Centre, Document Currency Key, Company ID for Trading Partner. If any of the count is different, raise defect and flag the relevant record as error.

Accuracy

Task	Action
Conversion accuracy	Verify AP open 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 report AP Line Item Display (t/code: FBL1N) with selection parameters. If any of the sum is different, raise defect and flag the relevant record as error.
Business partner balance on Company code and profit center level	Check the total open item amount on Business partner at Company Code and Profit center level, against the total in legacy by Document, Local and Group currency. Apply currency rules where applicable

Load

Loading will be done through migration cockpit and therefore, data from the transformation export view to be exported into the load file format.

Export views to be prepared based on the field list from the load template attached. 

 

The load process includes:

1. Execute the automated data load into target system using load tool
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 for AP Open 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 configurations (posting period variant).
2.	Finance posting (document types, document number ranges)
3.	Currencies (currency keys, decimal places in currencies)
4.	Accounts Payable specific (payment term, payment method, payment block keys)

 Conversion Objects

Object #	Preceding Object Conversion Approach
1067	GL Account Operational CoA (incl. secondary CE)
3018	Business Partners - FI Vendor (FLVN00)
1073	Profit center
9045	Open purchase order

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
Posting Period Error	Posting period is blocked for posting	Review project / cutover plan and ensure posting periods can be opened for postings
Business partner does not exist	Business Partner record for the line item doesn’t exist	Create the relevant Business Partner in the S/4HANA System
Profit Centre does not exist	Profit centre does not exist in company code	Ensure the profit centre mapping is correct and or create the profit centre if it is valid
GL account does not exist	GL account does not exist in company code	Ensure the GL account mapping is correct and or create the GL account if it is valid

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 Open 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 open items in the load file is the same as S/4HANA. The record count for AP Open Items will be done on the group basis. The fields in the group are consist of: Company Code, Vendor Account 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 transaction code FBL1N – Vendor Line Item Display or equivalent report in Fiori App to display loaded AP Open Items in S/4HANA and compare results against the pre-load reports generated from tool.

Accuracy

Task	Action
Open items totals	Check business partner open item totals by Business partner, Company code, profit centre. Totals should be checked in Document, Local and Group currency.
Spot check	Business should choose some business partners and perform comprehensive check of open items, payment terms etc Such partners should have huge number of open items or be critical for payment runs in S4 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