Technical Paper Data Migration

Data Migration (SAP MM Module)-

Customer Project

 This technical paper would elaborate the technical details, issues during data
migration activity specific for Material Management module experienced in
Customer Project.

Contents
Acknowledgment 2
Abbreviation 3
Executive Summary 4
Introduction 6
Problem Definition 9
High Level Solution 10
Solution Details 12
Business Benefits 30
Summary or Conclusion 31
References 32

Smita Paste Functional Consultant

Santosh Joshi Lead Functional Consultant

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 Technical Paper Data Migration

Acknowledgement

We would like to acknowledge and thank Bharathkumar Talla (MM Module), & Technical Team members
Hemanth Devineni, Rupali Jadhav, Meenal Dighe, Snehal Khasale and Srinivas Golla for their
recommendations and contributions made to this document

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Abbreviations

Abbreviation Details
PO Purchase Order
GR Goods Receipt
SO Sale Order
GRN Goods Receipt Note
MM Materials Management
HR Human Resource
FI Finance
BI Business Intelligence
SD Sales and Distribution
MMR Material Master Record
KDS Key Data Structures
O/P Output
FCI Fujitsu Consulting India
DM Data Migration

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 Technical Paper Data Migration

Executive Summary

Purpose
 The purpose of this document is to elaborate the technical details, issues during data migration activity specific for
Material Management module.

 The purpose of this document is to share our experience and lessons learnt during the data migration activity.

 This describes a methodology for data migration we used successfully in the project.

 This data migration was carried out from one SAP system to another SAP system. This provides you with a
procedure to assist you organizing and performing the data transfer from the legacy system to another SAP
system.

 Please consider this document as one of the guideline which can be used for One SAP to another SAP Data
Migration projects. It most probably will not be 100% accurate or adequate for your use. There may be omissions
and the templates can be for different SAP versions. It is a base to help you build your own template.

Project Overview
This project is aimed at developing Global template and subsequent rollout to other countries .SAP footprint would be
adopted for template development. Only legal and statutory requirements will be included during country wise
rollouts.

Project is spread across phases with below phases:

Global Template Development Rollout to other countries

The rollouts will be divided into three phases

Phase 1

Phase 2

Phase 3
The data migration activity described in this document was carried out as a part of Implementation for Customer
country in PHASE 1 phase.
Characteristic Details
This is one of a kind large enterprise project involving template development and
rollout in six countries.
Global Template Template development will be based on the existing CUSTOMER SAP footprint
Development and Rollout

Difference in time zone

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SD, MM, FICO, HR, PS, BASIS – Security, ABAP, workflow SAP ERP ECC 6.0 EHP 5, Portal,
SAP Landscape
BI / BW reports

Project will be executed using a combination of onsite and offshore resources.

Project Execution
Functional leads will be based on-site for the duration of the project

Solution Characteristics

Characteristic Details

SAP – ECC6 SD, MM, FICO, HR, PS, BASIS – Security, ABAP, workflow

EHP 5, Portal, BI / BW
Enterprise Portal for ESS/MSS and BI/BW/BO for reporting
reports
CUSTOMER SAP footprint would be adopted for template development, Only legal and
Template Development and statutory requirements will included during rollouts
Rollout Any additional requirements from target entities will be assessed whether they are
mandatory and critical for business operations

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Introduction

Data Migration - Overview

 The major change in the CUSTOMER legacy SAP system to CUSTOMER new SAP system was the enterprise
structure for Plants.

 In legacy system 33 plants were there which were minimized to 3 and all data like material master, open
Purchase Orders, Open Sales Orders and Inventory belong to these 33 plants are loaded to these 3 new
plants.

 In the legacy system all the materials were maintained with plant wise profit centres. All financial analysis
was carried out on the basis of those various profit centres. The reason was to make such analysis feasible

 In the legacy system each plant was having around 100 store locations which reduced to 4 storage
locations for each plant.

 Preparation of mapping rules for data migration was a major challenge as we had to map data of 33
legacy plants to 3 plants in new system.

 Data Reconciliation

In this document we will describe the data migration program details, issues occurred and the resolutions.

It involves data migration for –

 Material Master

 Open Purchase Order

 Open Purchase Order History

 Initial Inventory Balance

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General Guidelines – Data Migration

 Think SAP
Forget your actual system and understand SAP. First and foremost, get familiar with the SAP business
process you will be implementing. Then, according to the SAP process needs, establish what the Master
Data requirements are. Then, and only then, see what can be salvage from your legacy system.
Think SAP; do not try to fit in your old system into it.

 Prepare the Legacy Database

Clean the data on your legacy system. It is easier to start from a sound legacy system than trying to fix
inconsistencies during the conversion. Delete obsolete data and make the rest of it coherent. These two
steps are called data purging and data cleansing.
This can be done without specific knowledge of SAP and can begin way before the project Kick Off. It will
save you a lot of time.

 Before the last test run, take into account the customizations of your new system

Because both the organizational structure and the actual customizing influence the data you transfer for
business objects, finalize all customizations before the last test run. Customizing changes after the final
transfer may result in additional required fields; this requires preparing and transferring more data. It can
also invalidate the loaded data, which leaves you with an incoherent data set that will be very costly to
correct after Go Live.

 Reduce the amount of historical data to be transferred

If your system has lot of historic data, think about archiving data. There is no need to spend large amount
of money to keep live data that are otherwise used sporadically and could very well be stored in an archive
database.

Large data set due to non-archiving of your LS will add a lot of strain on your SAP implementation and will
make the data conversion more difficult because of the volume. Also, because data tend to be less
accurate when they were created a long time ago, it will be much more difficult to adapt them to SAP.

 Use controls edition in SAP

Data entered in SAP should be cheeked using some controls reports. This is especially useful for manual
data entry and transactional data.

 Be wise

The full data integration in your production system is the end of the process and should mostly be a
technical operation where we push some buttons to get some results. To reach this goal, it implies that all
functional and technical issues where dealt with before starting the full size transfer from the Legacy
System. The hard work is in the mapping and establishment of conversion rules from the old to the new
system. That is where you will make or miss your conversion. Don't even think about loading large
volumes into production if you are not completely ready.

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 Small is beautiful

Start small. The first time you transfer data, begin with a few records of a business object. This way, you
learn how the program works. After transferring some records successfully, try transferring a larger
amount of data. Make sure that you transfer each different type of data before you transfer on a larger
scale.

 Play it safe

We strongly suggest that you perform a system backup (or client copy) after transferring a significant
amount of data. The backup allows you to secure a specific level you have reached during the data
conversion process. If you have any problems, you can return to this level, and you do not have to begin
the process all over again.

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Problem Definition

 The business requirement was to migrate master and transactional data from one SAP to another SAP
environment considering the new key data structures as per new SAP system.

 Open PO

1. SAP system was configured such way that whenever new PO gets generated in the system an
automatic workflow mail will get triggered to the respected approvers.

2. As Open PO migration volume was big we need to find out solution to avoid triggering of huge
workflow emails. So, we designed PO migration program in such a way that PO should get
immediately released after it is created.

 Open PO History

As two SAP environments were having different enterprise structure components like plants, store
locations, we need to define various conversion programs additionally.

SAP has provided tool to migrate purchase order history from one company to another within
one SAP environment.

Here the challenge -

1. To migrate Open PO history between two SAP environments with new key data structures
(KDS) rules.

2. Also, the further transactions like GRN for open PO, Invoice verification for already GRN PO
in old system should also get completed in new SAP system.

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High Level Solution

Methodology - Data Migration

• Data will be
Conversion • The converted
extracted in Excel • The extracted data data will be
sheet from Legacy will be converted uploaded in new
SAP System as per new system system
values in excel.

Extraction Upload

As the data migration was from one SAP system to another, the methodology followed as below -

 Data Extraction from Legacy SAP System

The data will be extracted from Legacy SAP tables as per the business rules defined.

 Data Conversion

The extracted data will be converted to new system values as per the Mapping Rules defined.

 Data Upload

The converted data will be then uploaded in new SAP System.

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The data migration activity was carried out with below sequence –

 1st - Material Master Data Upload

 2nd – Vendor Master Data Upload

 3rd - Initial Inventory Upload

 4th – Open PO Upload

 5th – Open PO History Upload

Data Reconciliation –

 The standard dumps in excel were taken from respective tables for validating the uploaded data.

 The Data was then reconciled using ‘VLOOKUP’ functionality in excel with ref. to the legacy data.

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Solution Details – Data Migration Material Master

Material Master – Data Extraction

Xds

Excel List
• Extract list of Material
Masters from legacy • Extraction program will remove • The data from tables
System which are duplicate material codes legacy MARA,MARC,MVKE,
active for last 2 years extracted list. MAKT and MBEW will
and having Open • The program output will be a be extracted in excel
SO/PO /Stocks. excel sheet with material master sheet.
data of various views like basic
Legacy Custom data, sales data, purchase data, MMR Extraction
Program plant data, accounting data. Program

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Material Master – Data Conversion

Conversion
• The excel sheets with Program • The program output
Mapping Rules for will be converted data
old system values vs • The Extracted Data sheet in a excel sheet which
new values data will and Mapping rules will will be used for Data
be prepared . be passed as Input to the Upload in new system
conversion program.

Mapping Rules and O/P as Converted

Extracted Data data in excel sheet

Material Master – Data Upload

Material Upload
• The converted data
Program • Material Masters will
will be passed to data • The standard BAPI be created in SAP
upload program in a BAPI_MATERIAL_SAVEDATA and System.
program specified BAPI_TRANSACTION_COMMIT is • The data will be
template as input in used in the Material Master updated in SAP tables
excel sheet. Upload Program to create the MARA, MARC, MVKE,
material master. MBEW and MAKT.
Converted Data Data Created in
in Excel Sheet SAP System

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Key Points – Material Master DM

 In the legacy system material codes are maintained externally and in new system also it was maintained
externally.

 In the legacy system material master with same nature but having different price are maintained with (.
Dot, _ underscore) e.g. CAB-T3E3-RF-BNC-F_ and CAB-T3E3-RF-BNC-F.

 Business has fine-tuned such material codes and made final filtered list of materials to be migrated in to
the new system.

 Unit of measures were created in the new system same as per legacy system.

 Before migration we checked for the common materials which were created for CUSTOMER to avoid any
changes for the client level data due to data migration.

 For such materials it was mutually decided by business that Customer will adopt same values for Client
level data (e.g. Material group, product hierarchy) from CUSTOMER system.

Issues and Resolutions– Material Master DM

1. Product Hierarchy values incorrect after extract –

 Issue – For Product hierarchy (15 digits only numeric values) values are not correct after extracted in Excel
sheet.

 Root Cause – This is excel behaviour, as excel treats the number as long put zero for the last 3 digits.

 Resolution – No solution found for this. The product hierarchy values were checked and corrected
manually in excel sheet before upload.

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Solution Details – Data Migration Open Purchase Orders

Open PO – Extraction
Xds

• Take Out Open PO List

Excel List • This is a custom program
developed to extract the
using standard Report SAP tables data.
from the Legacy • Prepare Excel sheet • The data from tables
System with Open PO Number EKPO, EKKO,KONV and
and item which will be EKKN will be extracted in
passed as input to excel sheet.
extraction program

ME2N Extraction

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Open PO – Conversion

Conversion
Program
• The excel sheets with • The program output
Mapping Rules for old will be the converted
system values vs new • This is a custom data in an excel sheet
values data will be program developed to which will be used for
prepared . convert extracted data Data Upload in new
into new values as per system
the mapping rules
Mapping Rules and given as input. O/P as Converted
Extracted Data data in excel sheet

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Open PO – Upload

Data Upload
• The converted data will be Program • The new PO will be created
passed to data upload in SAP system and released
program. automatically.
• The standard BAPI
• It is important to ensure the • The legacy po number will
'BAPI_PO_CREATE1' is
sequence of data field be updated as requirement
used in the Data Upload
columns in the excel sheet tracking number at item
Program to create the PO
passed. and collective number at
• 'BAPI_PO_RELEASE‘ is header level.
used to release the PO
Converted Data immediately after creation. Data Created in
in Excel Sheet SAP System

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Key Points – Open PO DM

 All the conditions are extracted for legacy purchase order (KONV table) to upload in new system.

 The currency key % should be given for Condition type SKTO, as if we give PO currency e.g. USD or SGD,
system will not upload the correct value for the SKTO condition.

 The reason is that if we give currency instead of %, PO upload BAPI throws error as it reads this condition in
% value and not as amount.

 For purchase orders created in new system, the document date, and exchange rate was uploaded as per
the legacy PO creation date and exchange rate.

 As we are releasing purchase orders immediately after it is created and if there is no delay between two
operations, program does not release the purchase order and moves to next purchase order creation,
hence the upload program was designed in such a way so that a time delay can be inserted.

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Issues and Resolutions– Open PO DM

1. Purchase Order Quantity with Decimal Places for EA unit-

 Issue – The PO quantity with decimal places will not get uploaded for EA/ST units.

 Root Cause – This is standard behaviour of BAPI used in the upload program.

2. When we try to create the purchase order with decimal quantity for ST/EA unit, system gives warning
message as shown below and PO will get generated with decimal places successfully.

 Resolution - The program is changed so that BAPI can by-pass this warning message and PO will be
created successfully.

3. PO Currency in JPY-

 Issue – Wrong condition values get extracted and uploaded if PO currency is JPY.

 Root Cause – As per SAP standard behaviour, the values entered in JPY currency will be saved with
‘divide by 100’ value in the tables.

For e.g. – While creating PO, we have entered as 515 JPY as shown in below screen shot.

But in KONV table the value will be saved with ‘divide by 100’ value.

 Resolution –

The extract program changed so that it will extract correct values when the currency is JPY.

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4. Freight/Discount conditions will get copied as per last PO created -

 Issue –

When the purchase orders are created using this upload program, the discount, freight conditions get
copied in the PO created for the same combination of Material, vendor and plant of last purchase order
created.

 Root Cause – This is a SAP standard behaviour.

 Resolution –

Maintain Price adoption as ‘Do not Copy’ configuration ‘Default Values for purchasing’ then assign this
parameter with environment variable ‘EVO’ in the user profile.

With this system will not copy the last PO conditions in the newly created POs.

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5. OA partner function not copied in PO from Vendor Master -

 Issue – The partner functions maintained (other than VN) in Vendor master were not copied in the
purchase orders uploaded using the upload program.

 Root Cause – While Manual creation of PO we observed that, when we enter all the details in PO and then
if we press enter, system does not copy the partners (other than VN) maintained in Vendor master. And
when we upload PO using BAPI, the behaviour is same i.e. commit is done after all the details are
entered, and so the partner functions are not copied in PO.

 Resolution – The partner functions should be marked at ‘Higher Level’ in the partner schemas.

6. Multiline Header and Item Texts not extracted fully-

 Issue – The header and item text was not getting extracted fully. Only first line used to get extracted.

 Root Cause – Program was extracting only first line of the texts.

 Resolution –

New Text upload program developed using RFC which will copy the texts directly from Legacy system
to new System.

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7. Error while uploading PO for one time Vendor

 Issue – System was giving error while uploading purchase order for one time vendor.

 Root Cause –

The reason is it is required to have vendor address in PO and for One time vendor the address is not
maintained in vendor master, so system does not copy it in PO.

 Resolution – Purchase Orders created manually for one time vendor.

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Solution Details – Data Migration Open PO History Upload

Open PO
Xds History - Extraction

Excel List • This is a custom program

• Take Out Open PO List developed to extract the
using standard Report SAP tables data.
from the Legacy • Prepare Excel sheet • All the data fields from
System with Open PO tables EKBE, EKBZ will be
Number and item extracted in 2 seperate
which will be passed excel sheets
as input to history
extraction program
ME2N Extraction

Note: The Standard 2 BAPI 'BAPI_PO_UPDATE_HISTORY and BAPI_PO_CHANGE' are available, but there is
no provision to update Freight Information (Table – EKBZ) with these BAPI. So instead of BAPI, we have used
Function Module ‘ME_UPDATE_GOODS_RECEIPT’.ME_UPDATE_GOODS

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Open PO History – Upload

History Upload
• The Open PO History • The PO History tables
extract in excel sheet Program
EKBE, EKBZ will be
will be passed as uploaded.
input to History • The Schedule line
• This is a custom program
Upload Program. table EKET will be
developed using below function
module ME_UPDATE_GOODS_RECEIPT updated auotmatically
by the program.
• This FM has been used to update
PO History with Schedule Line
History Extract in and Freight Information. PO History Uploaded
Excel Sheet as I/P SAP System

Note: The Standard BAPI 'BAPI_PO_UPDATE_HISTORY and BAPI_PO_CHANGE' are available, but there is no
provision to update Freight Information (Table – EKBZ) with these BAPI. So instead of BAPI, we have used
Function Module ‘ME_UPDATE_GOODS_RECEIPT’.ME_UPDATE_GOODS

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Key Points – Open PO History DM

 The PO history upload program is designed with a specific codification technique for material document
numbers (EKBE-BELNR).

 The first 2 digits of the material document number will be replaced as per below rule :

For 5XXXXXXXXX = EXXXXXXXX

49XXXXXXXX = DXXXXXXXXX

The reason for this was to avoid the duplication of the material document numbers in existing system.

 It is easy to identify in the reports due to this unique codification for material document numbers.

Error while MIRO as Reference Doc. Field (EKBE- LFBNR) not updated properly-

 Issue - Error while MIRO against PO for which GR document has been uploaded as a part of history uploads
in data migration.

 Root Cause – The reason is field Reference Doc. (EKBE- LFBNR) is blank. If it is GR based Invoice
verification, it is required that GR document number is updated in Reference Doc field.

 Resolution – The program for PO History Upload corrected to update the EKBE-LFBNR field.

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Solution Details – Data Migration Initial Inventory

Initial
Ds Inventory - Extraction

MB52
• The selection input - • The Stocks for Normal
Plant will be given to stock and Special stocks
MB52 Report. • The standard SAP like Sale Order and
report 'MB52' will be Project stocks will be
used to download the downloaded in excel
Open Stocks Report sheet.
from the legacy
system. Open Stock in
Selection I/P
Excel Sheet

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Initial Inventory - Conversion

Conversion
Program
• The excel sheets with • The program output
Mapping Rules for old will be converted data
system values vs new • The Open Stock Report in a excel sheet which
values data will be and Mapping rules will will be used for Data
prepared . be passed as Input to Upload in new system
the conversion program.
• The conversion program
Mapping Rules and is a custom program. O/P as Converted
Exctracted Data data in excel sheet

Initial Inventory – Upload

Inventory
• The Stocks will be
• The converted data will
Upload Program uploaded in the SAP
be passed to data System with Movement
upload program in a • The standard BAPI type '561'.
program specified BAPI_GOODSMVT_CREAT • The material documents
template as input in E is used in the Initial will be created in SAP
excel sheet. Stock Upload Program tables MKPF and MSEG
to Upload the Stocks.
Converted Data Stocks uploaded
in Excel Sheet in SAP System

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Key Points – Initial Inventory DM

 While designing BAPI, it was ensured that there will be separate material document created.

The reason is, we can have only 999 line items in the Accounting document.

Also, In case of document reversal it is easy to reverse the single document.

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Solution Details – Data Migration General Issues

Data Migration
Xds – General Issues

 Most importantly the care should be taken while preparing input template for data upload as this is an
‘Excel Sheet’.

All the data in columns should be left aligned and trimmed for spaces as this may cause issue in data
upload as character length of data field is fixed and data uploaded may get truncated.

 The leading zero should be given manually in the upload template in case it is there in any of the key data
fields.

For e.g. we had storage location as 0010 which is 4 digit and the legacy extracted data in excel will
show only ‘10’.
The data in upload template should be exactly as per the same column sequence defined in the
upload program

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Business Benefits

1) The tools/programs can be used for migration of below data from one SAP to other SAP systems –

 Material Master
 Open Purchase Orders with History
 Initial Inventory

2) The data migration time is faster and more accurate as the programs are designed using SAP standard BAPI’s.

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Summary or Conclusion

Data Object Upload Template

Materialmaster
upload.xlsx
Material Master Upload

PO_Upload_Accounti PO_Upload_Main_Fil
ng_file.xlsx e.xlsx
Open PO Upload

PO PO
History_EKBE.xlsx History_EKBZ.xlsx
Open PO History Upload

Initial_Stock_Upload
_Template.xlsx
Initial Inventory Upload

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References
 SAP “Data Transfer Made Easy guidebook” available on “SAP Simplification Group” web site

 System Landscape (Landscape-II.pdf) available on SAP website

 “Quick Reference Guide LSMW available on http://service.sap.com/lsmw

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