Status
Owner	CLARKE-ext, Steve
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 upload Purchasing Categories into S/4 HANA as part of the Procurement Data Migration.

In S/4HANA, Purchasing Categories are a new concept used to classify the goods and services a company procures from its suppliers.  One or more Material Groups can be assigned to a single Purchasing Category (the relationship between material group and Purchasing Category is n:1, not n:n).  Suppliers may also be linked to multiple Purchasing Categories.

For example, a Purchasing Category such as “IT Services” may include Material Groups like "Software Licenses" and "Consulting Services".  A supplier providing both software and consulting could therefore be connected to this Purchasing Category.

Supplier Segmentation and Preferred Supplier are captured per Purchasing Category, therefore they will be assigned in the purchasing category.

Supplier Segmentation, also referred to as supplier tiering, is the process of grouping suppliers into distinct categories. These categories are determined using a balanced assessment of how critical the supplier is to the organization, how much risk the relationship entails, and how the supplier has performed historically.

Creating and maintaining Purchasing Categories in S/4 HANA will be via the FIORI app "Manage Purchasing categories".

Link to MDS: DD-FUN- 050 Master Data Standard_1096-Category Strategies

Summarise how the data is currently utilized and set up in the legacy system/s and how object is intended to be represented in S/4, and any other relevant information

Conversion Scope

The scope of this document covers the approach for capturing data from Legacy Source Systems into S/4HANA following the Master Data Design Standard.

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records

Additional Information

Multi-language Requirement

The Purchasing Categories will be created in English, but multiple languages are supported.  The following languages are allowed:

• Core languages:  EN-English, FR-French, IT-Italian and ZH-Mandarin.
• Additional languages:  PT-Portuguese, DE-German and ES-Spanish.

Document Management

Not applicable.

Legal Requirement

Not applicable.

Special Requirements

Not applicable.

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	Requirement
General Screen Tab
/SRMSMC/D_PUC_RT	NAME	Purchasing Category Description	CHAR	60	Required
/SRMSMC/D_PUC_PY	USERID	Purchaser Responsible	CHAR	12	Required
/SRMSMC/D_PUC_RT	INACTIVE	Inactive Status	CHAR	1	Conditional
/SRMSMC/D_PUC_RT	PURCATEG_VALID_TO	Purchasing category: Valid To	CHAR	8	Required
/SRMSMC/D_PUC_RT	PURCATEG_VALID_FROM	Purchasing category: Valid From	CHAR	8	Required
/SRMSMC/D_PUC_RT	CREA_UNAME	Created By	CHAR	12	System
/SRMSMC/D_PUC_RT	CREA_DATE_TIME	Created On	DEC	21 (Decimals 7)	System
Suppliers Screen Tab
/SRMSMC/D_PUC_PY	BUSINESSPARTNER	Business Partner	CHAR	10	Required
/SRMSMC/D_PUC_PY	SUPPLIERNAME	Name of Supplier	CHAR	80	System
/SRMSMC/D_PUC_PY	FORMATTEDADDRESS	Address	CHAR	200	System
/SRMSMC/D_PUC_PY	DOC_EMAIL	E-Mail	CHAR	241	System
/SRMSMC/D_PUC_PY	SUPPLIER_SEGMENTATION	Supplier Segmentation	CHAR	4	Required
/SRMSMC/D_PUC_PY	PREFERRED_SUPPL	Preferred Supplier	CHAR	1	Required
/SRMSMC/D_PUC_PY	PARTY_ROLE_CODE	Role	CHAR	3	System
Team Screen Tab
/SRMSMC/D_PUC_PY	PARTY_ID	ID	CHAR	32	Required
/SRMSMC/D_PUC_PY	FULLNAME	Name	CHAR	80	System
/SRMSMC/D_PUC_PY	DEPARTMENT	Department	CHAR	40	System
/SRMSMC/D_PUC_PY	PARTY_TYPE	Role	CHAR	3	Required
/SRMSMC/D_PUC_PY	????????	Role Description	CHAR	60	Conditional
Planned Spend Screen Tab
/SRMSMC/D_PUCPSP	VALID_FROM	Planned Spend: Valid From	DATE	8	Conditional
/SRMSMC/D_PUCPSP	VALID_TO	Planned Spend: Valid To	DATE	8	Conditional
/SRMSMC/D_PUCPSP	AMOUNT	Planned Spend: Amount	CURR	13 (Decimals 2)	Conditional
/SRMSMC/D_PUCPSP	CURRENCY	Currency	CUKY	5	Conditional
Attachments Screen Tab
/BOBF/D_ATF_DO	NAME	File Name	CHAR	255	Conditional
/BOBF/D_ATF_DO	DESCRIPTION	File Description	CHAR	64	Conditional
/BOBF/D_ATF_DO	MIMECODE	File Type	CHAR	128	System
/BOBF/D_ATF_DO	DATETIME_CR	Uploaded On/At	DEC	15	System
Language Screen Tab
/SRMSMC/D_PUCTRL	LANGUAGE_CODE	Language	LANG	1	Required
/SRMSMC/D_PUCTRL	TRANS_STATUS	Status of Translation	CHAR	2	Required
Material Groups Screen Tab
/SRMSMC/D_PUCMG	MATKL	Material Group	CHAR	9	Required
/SRMSMC/D_PUCMG	MATERIALGROUPNAME	Description	CHAR	20	System
/SRMSMC/D_PUCMG	MATERIALGROUPTEXT	Long Description	CHAR	60	System

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	Syniti Report Required
1	High	Purchasing Category Does Not Have All Required Screen Tabs	A Purchasing Category must have at least 1 record in the following Screen Tabs:  Supplier, Team, Language, Material Groups. A row will only be on the report if a Purchasing Group has 1 or more of the Screen Tabs with 0 records.	Purchasing Category Description (NAME), Count of Supplier, Count of Team, Count of Material Groups	DCT	Yes
2	High	Material Group Assigned to multiple Purchasing Categories	A Material Group can only be assigned to 1 Purchasing Category. A row will only be on the report of a Material Group is assigned to 2 or more Purchasing Category.	Material Group (MATKL), Description (MATERIALGROUPNAME), List of Purchasing Category Description (NAME)	DCT	Yes
3		Planned Spend Periods Overlap	Planned Spend Periods of A Purchasing Category Overlap. A row will only be on the report if: (For a Purchasing Category check each Planned Spend record against all the others) VALID_TO of record A >= VALID_FROM of record B AND VALID_FROM of record A <= VALID_TO of record B	Purchasing Category Description (NAME), VALID_FROM & VALID_TO of record A, VALID_FROM & VALID_TO of record B	DCT	Yes

Conversion Process

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

Data Privacy and Sensitivity

Not applicable.

Extraction

The data does not exist as a complete set.  It will be manually collected by the business directly in Syniti Migrate using DCT.

Extraction Run Sheet

Req #	Requirement Description	Team Responsible
1	Extract data from the DCTs.	Syniti

Selection Screen

Selection Ref Screen	Parameter Name	Selection Type	Requirement	Value to be entered/set
Not applicable

Data Collection Template (DCT)

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

DCT Rules for the General Screen Tab: DCT-General

Field Name	Field Description	Rule	Tool Tip	zComment	zDelete
NAME	Purchasing Category Description	Mandatory	This field is the description of the purchasing category. For the Raw Materials category, it corresponds to the name of the Material Group Cluster (MGC). For all other categories it corresponds to the segment name.
USERID	Purchaser Responsible	Mandatory	This field is populated with the SAP user ID of the user responsible for the current purchasing category.
INACTIVE	Inactive Status	Default to Blank	This field is ticked when a purchasing category is inactive.
PURCATEG_VALID_FROM	Purchasing category: Valid From	Mandatory.  Default to 0001.01.01	Indicates the start of the validity period for the purchasing category.
PURCATEG_VALID_TO	Purchasing category: Valid To	Mandatory.  Default to 9999.12.31	Indicates the end of the validity period for the purchasing category.
CREA_UNAME	Created By	?????
CREA_DATE_TIME	Created On	????

DCT Rules for the General Screen Tab: DCT-Suppliers

Field Name	Field Description	Rule	Tool Tip	zComment	zDelete
NAME	Purchasing Category Description	Mandatory	Linking the suppliers to the purchasing category.
BUSINESSPARTNER	Business Partner	Mandatory.  Use Check Table BUT00	This field is populated with the suppliers that are assigned to this purchasing category. 1 or many suppliers can be assigned to a purchasing category
SUPPLIERNAME	Name of Supplier	Auto-populated	The supplier’s registered name
FORMATTEDADDRESS	Address	Auto-populated from table ADRC	The supplier’s registered address
DOC_EMAIL	E-Mail	Auto-populated if it is maintained in the partner function CP of the business partner.	The supplier’s registered email
SUPPLIER_SEGMENTATION	Supplier Segmentation
PREFERRED_SUPPL	Preferred Supplier
PARTY_ROLE_CODE	Role

  

DCT Rules for the General Screen Tab: DCT-Team

Field Name	Field Description	Rule	Tool Tip	zComment	zDelete
NAME	Purchasing Category Description	Mandatory
PARTY_ID	ID
FULLNAME	Name
DEPARTMENT	Department
PARTY_TYPE	Role
????????	Role Description

DCT Rules for the General Screen Tab: DCT-PlannedSpend

Field Name	Field Description	Rule	Tool Tip	zComment	zDelete
NAME	Purchasing Category Description	Mandatory
VALID_FROM	Planned Spend: Valid From
VALID_TO	Planned Spend: Valid To
AMOUNT	Planned Spend: Amount
CURRENCY	Currency

DCT Rules for the General Screen Tab: DCT-Attachments

Field Name	Field Description	Rule	Tool Tip	zComment	zDelete
NAME	Purchasing Category Description	Mandatory
NAME	File Name
DESCRIPTION	File Description
MIMECODE	File Type
DATETIME_CR	Uploaded On/At

DCT Rules for the General Screen Tab: DCT-Languages

Field Name	Field Description	Rule	Tool Tip	zComment	zDelete
NAME	Purchasing Category Description	Mandatory
LANGUAGE_CODE	Language
TRANS_STATUS	Status of Translation

DCT Rules for the General Screen Tab: DCT-MaterialGroups

Field Name	Field Description	Rule	Tool Tip	zComment	zDelete
NAME	Purchasing Category Description	Mandatory
MATKL	Material Group
MATERIALGROUPNAME	Description
MATERIALGROUPTEXT	Long Description

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible

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

Item #	Step Description	Team Responsible

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic

Transformation Mapping

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

Mapping Table Name	Mapping Table Description

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible

Pre-Load Validation

Project Team

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

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

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

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

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

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

Conversion Objects

Object #	Preceding Object Conversion Approach
	list the exact title of the conversion object of only the immediate predecessor – this will then confirm the DDD (Data Dependency Diagram)

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

Post-Load Validation

Project Team

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

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

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

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

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