| Status | Approved |
| Owner | Bernard Ng |
| Stakeholders |
Purpose
The purpose of this document is to define the conversion approach to migrate AP open items with special GL indicator 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.
- 3rd party vendors
- Intercompany vendors
- Employees
- Others
Amounts in legacy involve document currency, local currency and group currency. 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.
Conversion Scope
The scope of this document covers the approach for converting active AP special GL open items from Legacy Source Systems into S/4HANA following the AP special GL open items Master Data Design Standard.
The data from legacy system includes:
- All open items with special GL indicator, exclude parked item and noted item
- Clearing date > migration cutoff date
- Posting date <= migration cutoff date
The data from legacy system excludes:
- Parked item
- Noted item
| Source | Scope | Source Approx No. of Records | Target System | Target Approx No. of Records |
|---|---|---|---|---|
| PF2 | AP special GL open item | 100 | 100 | |
| WP2 | AP special GL open item | 100 | 100 | |
| PI2 | AP special GL open item | 50 | 50 | |
Additional Information
Multi-language Requirement
Document Management
Legal Requirement
Special Requirements
Target Design
The technical design of the target for this conversion approach.
Table | Field | Data Element | Field Description | Data Type | Length (Decimals) | Requirement |
BKPF | BUKRS | Company Code | CHAR | 4 | Mandatory | |
ACDOCA | LIFNR | Vendor | CHAR | 16 | Mandatory | |
BKPF | XBLNR | Reference Document Number | CHAR | 16 | Mandatory | |
BKPF | BLDAT | Document Date | DATE | 10 | Mandatory | |
BKPF | BUDAT | Posting Date | DATE | 10 | Mandatory | |
BKPF | BKTXT | Header Text | CHAR | 50 | Conditional Based on Source Data | |
BKPF | SGTXT | Item Text | CHAR | 50 | Conditional Based on Source Data | |
BSIK | UMSKZ | Special G/L Indicator | CHAR | 1 | Conditional Based on Source Data | |
ACDOCA | WSL | Amount in Document Currency | CURR | 23(2) | Mandatory | |
ACDOCA | HSL | Amount in Local Currency | CURR | 23(2) | Mandatory | |
ACDOCA | KSL | Amount in Group Currency | CURR | 23(2) | Mandatory | |
BKPF | WAERS | Document Currency | Text | 4 | Mandatory | |
BKPF | HWAER | Local Currency | Text | 4 | Mandatory | |
ACDOCA | BZDAT | Value Date | Date | 8 | Conditional Based on Source Data | |
ACDOCA | PRCTR | Profit Centre | Text | 10 | Mandatory | |
BSIK | ZLSPR | Payment Block Key | Text | 1 | Conditional Based on Source Data | |
BSIK | ZLSCH | Payment Method | Text | 1 | Conditional Based on Source Data | |
BSIK | ZTERM | Payment Term | Text | 4 | Conditional Based on Source Data | |
BSIK | ZFBDT | Baseline Date | Date | 8 | Mandatory | |
ACDOCA | RASSC | Company ID of Trading Partner | Text | 6 | Conditional based on Intercompany account used in source and target | |
ACDOCA | ZUONR | Assignment Number | Text | 18 | Conditional Based on Source Data | |
BSEG | LZBKZ | SCB Indicator | CHAR | 3 | Conditional Based on Source Data | |
BKPF | XREF1_HD | Reference field 1 (header) | CHAR | 20 | Conditional Based on Source Data | |
BKPF | XREF2_HD | Reference field 2 (header) | CHAR | 20 | Conditional Based on Source Data | |
BSIK | KIDNO | Payment reference | CHAR | 30 | Conditional Based on Source Data | |
BSIK | EBELN | Purchasing document | CHAR | 10 | Conditional Based on Source Data | |
BSIK | EBELP | Purchasing document item | NUMC | 5 | Conditional Based on Source Data |
Data Cleansing
ID | Criticality | Error Message/Report Description | Rule | Output | Source System |
1. | Can load, but business process will fail | Open Item is overdue and aged | Rule 1: Company must be in scope; Rule 2: Rule 3: ;Posting Date is 365 days or longer than current system date; Rule 4: Due Date is prior report execution date. Due Date calculation: o Credit posting to vendor account (BKPF.GLVOR = RFBU and BSIK.SHKZG = H) Due Date = Baseline Date + Number Days as per specified in payment terms defined in line item o Debit posting to vendor account (BKPF.GLVOR = RFBU and BSIK.SHKZG = S) Due Date = Baseline Date | Report | PF2 / PI2 / WP2 |
2. | Can load, but business process will fail | 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 | Report | PF2 / PI2 / WP2 |
3. | Can load, but business process will fail | Open items posted to alternative GL | Rule 1: Company must be in scope; Rule 2: Line item is not having a clearing date; Rule 3: The Special GL Indicator field is not initial | Report | PF2 / PI2 / WP2 |
4. | 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 |
5. | Can load, but business process will fail | Parked Items need to be cleanse | Rule 1: Company must be in scope; Rule 2: Document is parked (document status = “V”) | Report | PF2 / PI2 / WP2 |
6. | Can load, but business process will fail | Unapproved Noted Items to cleanse | Rule 1: Company must be in scope; Rule 2: Document is noted (document status = “S”) | Report | PF2 / PI2 / WP2 |
7. | Can load, but business process will fail | 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:
Data Privacy and Sensitivity
Extraction
Extract data from a source into . There are 2 possibilities:
- The data exists. connects to the source and loads the data into . There are 3 methods:
- Perform full data extraction from relevant tables in the source system(s).
- Perform extraction through the application layer.
- Only if ; cannot connect to the source, data is loaded to the repository from the provided source system extract/report.
- The data does not exist (or cannot be converted from its current state). The data is manually collected by the business directly in . This is to be conducted using DCT (Data Collection Template) in
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, BSIK, BSAK, BFOK_A are extracted in tool according to the agreed cut-off date in the project plan | Data team |
2. | Perform preliminary completeness check documented in section 5.2.8.1.1 | 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 APOI conversion | Data team |
Selection Screen
| Selection Ref Screen | Parameter Name | Selection Type | Requirement | Value to be entered/set |
|---|---|---|---|---|
Data Collection Template (DCT)
Target Ready Data Collection Template will be created for data with exception of some fields which require transformation as mentioned in the transformation rule.DCT Rules
Field Name | Field description | Rule |
region_group | ORICA region of operation | Region code derived from Company code DCT based on entered Company code. No user input required. |
BKPF-BUKRS | Company Code | Drop down value from company code DCT (only with active for finance indicator) |
ACDOCA-LIFNR | Vendor Account | Drop down value from Business Partner DCT as FI Vendor on required company code level |
ACDOCA-UMSKZ | Special G/L Indicator | Business to determine if document should be reflected as special G/L transaction. Special G/L indicator is provided in the mapping table. |
BKPF-XBLNR | Reference Document Number | Business to enter content as per data type and length permitted |
BKPF-BLDAT | Document Date | Business to enter content as per data type and length permitted |
BKPF-BUDAT | Posting Date | Default to Conversion date as per section 2 |
BKPF-BKTXT | Header Text | Business to enter content as per data type and length permitted |
ACDOCA-SGTXT | Item Text | Business to enter content as per data type and length permitted |
BKPF-WAERS | Document Currency Key | Drop down value. Exist as valid 4S Currency Key (TCURT.WAERS) |
ACDOCA-WSL | Amount in Document Currency | |
BKPF-HWAER | Local Currency Key | Default to target Company Code Currency (T001-WAERS) |
ACDOCA-HSL | Amount in Local Currency | Business to enter content. Values should be checked with decimal points for Local currency (TCURX-CURDEC) |
ACDOCA-BZDAT | Value Date | Business to enter content as per data type and length permitted |
ACDOCA-PRCTR | Profit Centre | Drop down value. Exist in Profit Centre DCT and assigned with the same company code |
BSIK-ZLSPR | Payment Block Key | Default value to be used. |
BSIK-ZLSCH | Payment Method | Drop down value. Exist as valid 4S Payment Method (T042Z-ZLSCH where T042Z-LAND1 = T001-LAND1) |
BSIK-ZTERM | Payment Term | Drop down value. Exist as valid 4S Payment Term (T052-ZTERM where T052-KOART = Blank or ‘K’) |
BSIK.ZFBDT | Baseline Date | Business to enter content as per data type and length permitted as per section 3. The Baseline Date will determine the calculation of Payment Due Date (Days in Payment Term + Baseline Date = Payment Due Date) |
ACDOCA-RASSC | Company ID of Trading Partner | Drop down value. Exist as valid 4S Trading Partner (T880-RCOMP) |
ACDOCA-ZUONR | Assignment Number | Business to enter content as per data type and length permitted |
BSEG-LZBKZ | SCB Indicator | Business to enter content as per data type and length permitted |
BKPF- XREF1_HD | Reference field 1 (header) | Business to enter content as per data type and length permitted |
BKPF- XREF2_HD | Reference field 2 (header) | Business to enter content as per data type and length permitted |
BSIK – KIDNO | Payment reference | Business to enter content as per data type and length permitted |
Suggestion to add:
Decimal validation - Check table TCURX for the document currency key and if Decimals (TCURX-CURRDEC) is ‘0’, validate that no decimal value is populated.
Extraction Dependencies
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 to make the data Target ready:
- Perform value mapping and data transformation rules.
- Legacy values are mapped to the to-be values (this could include a default value)
- Values are transformed according to the rules defined in
- 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 toolMigrate. | Data team |
2. | In tool, select the AP Open Items object. | Data team |
3. | Go to Process Area Launch and Process the Object - AP Open Items - R3 AP Open Items. | Data team |
4. | Launch the Objects to execute 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 Date 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 | BKPF | BUKRS | Company Code | Map from source to target using company code mapping table |
3. | Legacy | BSIK | LIFNR | Vendor Account | S/4HANA | ACDOCA | LIFNR | Vendor Account | Map from source to target using Business Partner mapping table. For Vendors, identified as Employee vendors (using Employee Vendor DCT) – post to GL account xxxxxx without any vendor. |
4. | Legacy | BSIK | HKONT | GL Account | S/4HANA | ACDOCA | HKONT | GL Account | Map from source to target using G/L Account mapping table |
5. | Legacy | BKPF | XBLNR | Reference Document Number | S/4HANA | BKPF | XBLNR | Reference Document Number | Copy source value. For Vendors, identified as Employee vendors (using Employee Vendor DCT) – replace legacy value with constant “related” |
6. | Legacy | BKPF | BLDAT | Document Date | S/4HANA | BKPF | BLDAT | Document Date | Copy source value |
7. | Legacy | BKPF | BUDAT | Posting Date | S/4HANA | BKPF | 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 | Copy source value. For Vendors, identified as Employee vendors (using Employee Vendor DCT) – replace legacy value with constant “Empl related” |
9. | Legacy | BSIK | SGTXT | Item Text (For offset posting to conversion take-on G/L account) | S/4HANA | ACDOCA | SGTXT | Item Text | FY+CoCode+DocNumber (example – 2018ECAU3001102743) will be used as Prefix (SGTXT). If source SGTXT is longer than 32 chars, it’ll be cut to fit. Example in S4 will be posted with SGTXT= “2018ECAU3001102743MILLER MINING”. For Vendors, identified as Employee vendors(using Employee Vendor DCT) – replace legacy value with constant “Empl related” |
10. | Legacy | BSIK | WRBTR | Amount in Document Currency | S/4HANA | ACDOCA | WSL | Amount in Document Currency | Copy source value, split by profit centers if required. |
11. | Legacy | BSIK | DMBTR | Amount in Local Currency | S/4HANA | ACDOCA | HSL | Amount in Local Currency | Copy source value if source currency is equal to target currency, |
12. | Legacy | BSIK | DMBE3 | Amount in 3rd Local Currency | S/4HANA | ACDOCA | KSL | Copy source value as the group currency does not change. | |
13. | Legacy | BKPF | WAERS | Document Currency | S/4HANA | BKPF | WAERS | Document Currency | Mapping table - When conversion from ‘old’ Local currency to ‘new’ Local currency applies – refer to section 2. Conversion scope of this document for more details |
14. | Legacy | T001 | WAERS | Local Currency | S/4HANA | BKPF | HWAER | Local Currency | Mapping table - When conversion from ‘old’ Local currency to ‘new’ Local currency applies – refer to section 2. Conversion scope of this document for more details |
15. | Legacy | BSIS | VALUT | Value Date | S/4HANA | ACDOCA | BZDAT | Value Date | Copy source value |
16. | Legacy | BSIS | PRCTR | Profit Centre | S/4HANA | ACDOCA | PRCTR | Profit Centre | Profit centers should be populated on the offset item - conversion take-on G/L account |
17. | Legacy | BSIS | VBUND | Company ID of Trading Partner | S/4HANA | ACDOCA | RASSC | Company ID of Trading Partner | Map from source to target using Trading Partner mapping table |
18. | Legacy | BSIS | ZUONR | Assignment Number | S/4HANA | ACDOCA | ZUONR | Assignment Number | Copy source value. For Vendors, identified as Employee vendors(using Employee Vendor DCT) – replace legacy value with constant “Empl related” |
19. | Legacy | BSIK | UMSKZ | Special G/L Indicator | S/4HANA | BSIK | UMSKZ | Special G/L Indicator | Map from source to target using Special G/L Indicator mapping table. |
20. | Legacy | BSIK | ZLSPR | Payment Block Key | S/4HANA | BSIK | ZLSPR | Payment Block Key | Map from source to target using Payment Block Key mapping table |
21 | Legacy | BSIK | ZLSCH | Payment method | S/4HANA | BSIK | ZLSCH | Payment method | Map from source to target |
22. | BSIK | ZTERM | Payment Term | S/4HANA | BSIK | ZTERM | Payment Term | Map from source to target using Payment term mapping table | |
23. | Legacy | BSIK | ZFBDT | Baseline Date | S/4HANA | BSIK | ZFBDT | Baseline Date | Copy source value |
24. | Legacy | BSIK | KIDNO | Payment reference | S/4HANA | BSIK | KIDNO | Payment reference | Copy source value |
25. | Legacyor DCT | BSIK | EBELN | Purchasing document | S/4HANA | BSIK | EBELN | Purchasing document | Map it to PO. Open PO cross reference table is used for mapping in both cases. |
26. | Legacy or DCT | BSIK | EBELP | Purchasing document item | S/4HANA | BSIK | EBELN | Purchasing document item | Map it to PO item. Open PO cross reference table is used for mapping. |
Transformation Mapping
Mapping Table Name | Mapping Table Description |
Company Code | Mapping of legacy company codes to target system value |
GL Account | Mapping of legacy GL accounts to target system value |
Profit Centre | Mapping of legacy Profit Center to target system value |
Business Partner | Mapping of legacy vendor accounts to target system value |
Trading Partner | Mapping of legacy trading partners to target system value |
Currency Key | Mapping of legacy currency keys to target system value |
Special G/L Indicator | Mapping of legacy special GL indicator to target system value |
Payment Block Key | Mapping of legacy payment block key to target system value |
Payment Method | Mapping of legacy payment method to target system value |
Open Purchase order cross references | Mapping of legacy PO 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
Completeness
Task | Action |
Generation of | Mandatory field check. 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 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 |
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. |
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 stated in section 7.2. 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
The load process includes:
- Execute the automated data load into target system using load tool or product the load file if the load must be done manually
- 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 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
Configuration
Item # | Configuration item |
1. | Company code-related configuration (posting period variant). |
2. | Finance posting (document types, document number ranges, special gl indicator) |
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
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 |
Post-Load Validation
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 in section 3. 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
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 |
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.
- is in scope based on data design and any exception requested by business.
Change log
Workflow history
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