Status
Owner	Bernard Ng
Stakeholders	PILLAY-ext, Lawrence GARCIA-ext, Angel Luis PARA-ext, Anil NAIDU-ext, Prasad

Purpose

The purpose of this document is to define the conversion approach for Business Partners - Partner with Vendor Account (TR0604) in S/4 HANA.

Business Partner - Partner with Vendor Account Role is used in Real Estate Management (RE-FX) for entities acting as a supplier/vendor who needs an associated Vendor account for payments. It links a general business partner to the vendor functionality within SAP, ensuring role-specific details and processes (like invoicing/payments) are handled correctly. 

Conversion Scope

The scope of this document covers the approach for extending the Business Partner TR0604 role from Legacy Source Systems into S/4HANA following the Master Data Design Standard # 3021. 

Relevancy rule : 

• Vendor is active with RE/FX contracts within 5 years -
  • check REAL ESTATE CONTRACT data in VICNCN table where :
    • BUKRS = company codes that are in scope
    • VIBPOBJREL >= Migration cutoff date minus 5 years
  • Get Business partner from table VIBPOBJREL-PARTNER where : 
    • INTRENO = VICNCN-INTRENO 
    • ROLE = ZLESS
    • VALIDTO >= Migration cutoff date minus 5 years
• exists in General Role / data as per CNV-3007 Business Partners - General (Role 000000) and Company data as per CNV-3018 Business Partners - FI Vendor (FLVN00)

DCT will not be required, all data are extracted from legacy ECC systems only. 

The tables/ fields within the role will be similar to object 3007 and 3018 with no changes or additions, migration is just extension of TR0604 role to the relevant business partners.

The below table explains the Role Matrix, applicable to S4HANA tables and related Conversion Objects

Role	Description	Table	Conversion Object
000000	General Role Business Partner Role - General view Customers + Suppliers (including name and address standards, languages, emails, formats, identifications etc.)	BUT000	CNV-3007
FLVN00	FI Vendor Role - FI Company view of Business Partner / Vendor	LFB1 / BUT100	CNV-3018
TR0604	Partner with vendor Role - assignment to vendor role for RE-FX	BUT100	CNV-3021

The key fields for the above mentioned S4HANA tables pertaining to CNV-3021 Partner with vendor are explained below:

• Table BUT100 - Role assignment:
  • PARTNER - Business Partner Number - unique identifier of the Business partner which can be internally assigned by SAP or externally assigned by user.
  • RLTYP - Business Partner Role - This field is to select the Partner Role. The role to be used is TR0604
  • VALID_FROM - Validity Start of a BP Role 
  • VALID_TO - Validity End of a BP Role

There are 2 group go-live as below:

• Group 1 go-live is planned for 1 July 2028
• Group 2 go-live is planned for 1 Jan 2029

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
PF2/WP2	Extract business partner from VIBPOBJREL-PARTNER and as determined as active based on the relevancy criteria. Some companies not in legacy will be added to S4 requiring use of DCT	1,000	S4	1,000

Additional Information

Multi-language Requirement

N/A

Document Management

N/A

Legal Requirement

N/A

Special Requirements

N/A

Target Design

The technical design of the target for this conversion approach, following the MDS # 3021

Table: BUT100 - Role TR0604- assignment to a Business Partner.

Table	Field	Data Element	Field description	Data type	Length	Requirement
BUT100	PARTNER	BU_PARTNER	Business Partner Number	CHAR	10	Mandatory
BUT100	RLTYP	BU_PARTNERROLE	BP Role	CHAR	6	Mandatory
BUT100	VALID_FROM	BU_ROLE_VALID_FROM	Validity Start of a BP Role	DEC	15	Mandatory
BUT100	VALID_TO	BU_ROLE_VALID_TO	Validity End of a BP Role	DEC	15	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. Syniti 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
		No legacy cleansing			PF2/WP2

Conversion Process

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

Data Privacy and Sensitivity

N/A

Extraction

Extract data from a source into Syniti. There are 2 possibilities:

1. The data exists. Syniti connects to the source and loads the data into Syniti. 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 cannot connect to the source, data is loaded to the repository from the provided source system extract/report.

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	Refresh Vendor general data / XREF in Syniti	Data
2	Refresh Vendor company data in Syniti	Data
3	Extract from tables VICNCN and VIBPOBJREL	Data

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)

N/A

Field name	Field description	Rule

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible
1	Ensure Syniti has the necessary connection and access to legacy servers	Data
2	Ensure that create, change and deletion of master data is freeze in legacy Production system	Legacy IT

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	Ensure all the fields that require value mapping, as stipulated Mapping tables, have the latest signed-off mapping files imported into Syniti	Data team
2	Ensure that signed off value mappings have been maintained in the Syniti	Syniti team
3	Confirm the value mappings as maintained in the Syniti	Data team
4	Execute transformation for the object	Syniti team
5	Monitor the transformation progress and ensure performance and completion is within allowed timeframe	Syniti/Data team
6.	Generate Pre-Load reports.	Syniti team
7.	Generate data load count.	Syniti team
8.	Log errors as defects, if any and address resolutions. Close defects.	Syniti/Data team
9.	Re-transform and re-validate the Pre-load reports if necessary.	Syniti/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.	Syniti/Data team
12.	Repeat steps 5 to 12 if necessary	Syniti/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_Field	Target Table_Field	Target description	Transformation logic
1	PF2/WP2	VIBPOBJREL	PARTNER	Business partner	S4HANA	BUT100	PARTNER	Business Partner Number	Refer to XREF of Business Partner
2	NA	NA	NA	NA	S4HANA	BUT100	RLTYP	BP Role	Default to TR0604
3	NA	NA	NA	NA	S4HANA	BUT100	VALID_FROM	Validity Start of a BP Role	Default to 10101000000
4	NA	NA	NA	NA	S4HANA	BUT100	VALID_TO	Validity End of a BP Role	Default to 99991231235959

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

Transformation Mapping

Mapping Table Name	Description
Legacy Vendor-BP Master Mapping	Legacy to S4 Business Partner Vendor mapping
Business Partner deDupe mapping (Global Data)	dedupe Golden-child (Global) mapping
Company Code Mapping	Legacy to S4 Company Code Mapping
deDupe Vendor Company Code Nominations Mapping	Golden-Child Company Code data Mapping

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible
1	Extract PF2/WP2 source tables	Data
2	Ensure that Business Partner – General (3007) and Company Code (3008) are transformed	Data
2	Ensure all vendor master data collection templates, deduplication and cleansing completeness and no errors	Data
3	Ensure that all required Configurations are in S/4HANA	Data

Pre-Load Validation

Project Team

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

Completeness

Task	Action
Verify count	Verify that the record count in the pre-load file is the same as the record count based on the approved legacy records

Accuracy

Task	Action
Data Accuracy	Data team to verify that all the data in the load table/file is accurate as per signed-off transformation rules and legacy contents
Mapping Error Reports	Verify that all necessary error reports have been validated, and that errors have been addressed.

Business

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

Completeness

Task	Action
Verify Count for External Vendor (not Key Input Supplier)	Verify that the record count in the pre-load file is the same as the record count based on the relevancy (including deduplication) results
Verify Relevancy Rules	Verify that the relevancy rules were correctly applied

Accuracy

Task	Action
Verify Data Accuracy	Verify that all the data in the load table/file is accurate as per signed-off transformation rules and contents
Review Error Reports	Verify that all necessary error reports have been validated, and that errors have been addressed.
Verify Transformation Rules	Verify that the transformation rules are correct and have been carried out correctly

Load

The load process includes:

1. Execute the automated data load into target system using Syniti 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 all required mappings are submitted and complete	Data team
3	Ensure Pre-load sign-offs are obtained.	Data team
4	Execute Upload tool	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	Business Partner Configuration

Conversion Objects

Object #	Preceding Object Conversion Approach
3007	Business Partner – General
3018	Business Partners - FI Vendor (FLVN00)

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	<configuration> is not valid/missing	If it is a missing configuration item then engage Functional team to expedite and fix the error in the system.
Invalid Data	<parameter> is not valid.	The parameter entry needs to be reviewed (ex. invalid role or BP). If it is an invalid data, business needs to review and correct the source of the data either in PF2/WP2
Technical Setup	Interface / Connection issue within target system’s landscape	N/A – the data will be loaded directly to S/4HANA environment

Post-Load Validation

Project Team

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

Completeness

Task	Action
Verify Count	Verify that the record count in the post-load file is the same as the record count based on the relevancy (including deduplication) results

Accuracy

Task	Action
Data Accuracy	Data team to verify that all the data in the load table/file is accurate as per signed-off transformation rules and legacy contents
Error Reports	Verify that all necessary error reports have been validated, and that errors have been addressed.

Business

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

Completeness

Task	Action
Verify Count	Verify that the record count in the post-load file is the same as the record count based on the relevancy (including deduplication) results
Validate Loaded Data	Validate, as per the loads files signed-off, that all records were created

Accuracy

Task	Action
Verify Data Accuracy	Data team to verify that all the data in the load table/file is accurate as per signed-off transformation rules and legacy contents
Review Error Reports	Verify that all necessary error reports have been validated, and that errors have been addressed.
Validate Loaded Data	Validate, as per the loads files signed-off, that all records were created

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
• Object 3021 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

Workflow history