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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
Abbreviation
Executive Summary
Introduction
Problem Definition
High Level Solution
Solution Details
Business Benefits
Summary or Conclusion
References

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
Development and Rollout

Template development will be based on the existing CUSTOMER SAP footprint


Difference in time zone

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SAP Landscape

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

Project Execution

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


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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Technical Paper Data Migration

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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Technical Paper on Data Migration

High Level Solution


Methodology - Data Migration

Data will be
extracted in Excel
sheet from Legacy
SAP System

Conversion
The extracted data
will be converted
as per new system
values in excel.

The converted
data will be
uploaded in new
system

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
System which are
active for last 2 years
and having Open
SO/PO /Stocks.

Legacy Custom
Program

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Extraction program will remove


duplicate material codes legacy
extracted list.
The program output will be a
excel sheet with material master
data of various views like basic
data, sales data, purchase data,
plant data, accounting data.

The data from tables


MARA,MARC,MVKE,
MAKT and MBEW will
be extracted in excel
sheet.

MMR Extraction
Program

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Material Master Data Conversion

The excel sheets with


Mapping Rules for
old system values vs
new values data will
be prepared .

Conversion
Program
The Extracted Data sheet
and Mapping rules will
be passed as Input to the
conversion program.

The program output


will be converted data
in a excel sheet which
will be used for Data
Upload in new system

O/P as Converted
data in excel sheet

Mapping Rules and


Extracted Data

Material Master Data Upload

The converted data


will be passed to data
upload program in a
program specified
template as input in
excel sheet.

Converted Data
in Excel Sheet

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Material Upload
Program
The standard BAPI
BAPI_MATERIAL_SAVEDATA and
BAPI_TRANSACTION_COMMIT is

used in the Material Master


Upload Program to create the
material master.

Material Masters will


be created in SAP
System.
The data will be
updated in SAP tables
MARA, MARC, MVKE,
MBEW and MAKT.

Data Created in
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


using standard Report
from the Legacy
System

ME2N

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Excel List
Prepare Excel sheet
with Open PO Number
and item which will be
passed as input to
extraction program

This is a custom program


developed to extract the
SAP tables data.
The data from tables
EKPO, EKKO,KONV and
EKKN will be extracted in
excel sheet.

Extraction

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Open PO Conversion

The excel sheets with


Mapping Rules for old
system values vs new
values data will be
prepared .

Mapping Rules and


Extracted Data

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Conversion
Program
This is a custom
program developed to
convert extracted data
into new values as per
the mapping rules
given as input.

The program output


will be the converted
data in an excel sheet
which will be used for
Data Upload in new
system

O/P as Converted
data in excel sheet

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Open PO Upload

The converted data will be


passed to data upload
program.
It is important to ensure the
sequence of data field
columns in the excel sheet
passed.

Converted Data
in Excel Sheet

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Data Upload
Program
The standard BAPI
'BAPI_PO_CREATE1' is
used in the Data Upload
Program to create the PO
'BAPI_PO_RELEASE is
used to release the PO
immediately after creation.

The new PO will be created


in SAP system and released
automatically.
The legacy po number will
be updated as requirement
tracking number at item
and collective number at
header level.

Data Created in
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


Xds
Open PO

History - Extraction

Take Out Open PO List


using standard Report
from the Legacy
System

ME2N

Excel List
Prepare Excel sheet
with Open PO
Number and item
which will be passed
as input to history
extraction program

This is a custom program


developed to extract the
SAP tables data.
All the data fields from
tables EKBE, EKBZ will be
extracted in 2 seperate
excel sheets

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

The Open PO History


extract in excel sheet
will be passed as
input to History
Upload Program.

History Extract in
Excel Sheet as I/P

History Upload
Program
This is a custom program
developed using below function
module ME_UPDATE_GOODS_RECEIPT
This FM has been used to update
PO History with Schedule Line
and Freight Information.

The PO History tables


EKBE, EKBZ will be
uploaded.
The Schedule line
table EKET will be
updated auotmatically
by the program.

PO History Uploaded
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


Ds
Initial

Inventory - Extraction

MB52
The selection input Plant will be given to
MB52 Report.

Selection I/P

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The Stocks for Normal

The standard SAP


report 'MB52' will be
used to download the
Open Stocks Report
from the legacy
system.

stock and Special stocks


like Sale Order and
Project stocks will be
downloaded in excel
sheet.

Open Stock in
Excel Sheet

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Initial Inventory - Conversion

The excel sheets with


Mapping Rules for old
system values vs new
values data will be
prepared .

Mapping Rules and


Exctracted Data

Conversion
Program
The Open Stock Report
and Mapping rules will
be passed as Input to
the conversion program.
The conversion program
is a custom program.

The program output


will be converted data
in a excel sheet which
will be used for Data
Upload in new system

O/P as Converted
data in excel sheet

Initial Inventory Upload

The converted data will


be passed to data
upload program in a
program specified
template as input in
excel sheet.

Converted Data
in Excel Sheet

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Inventory
Upload Program
The standard BAPI
BAPI_GOODSMVT_CREAT
E is used in the Initial

Stock Upload Program


to Upload the Stocks.

The Stocks will be


uploaded in the SAP
System with Movement
type '561'.
The material documents
will be created in SAP
tables MKPF and MSEG

Stocks uploaded
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


Xds
Data Migration

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 BAPIs.

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Summary or Conclusion
Data Object
Material Master Upload

Open PO Upload

Open PO History Upload

Initial Inventory Upload

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Upload Template
Materialmaster
upload.xlsx

PO_Upload_Accounti
ng_file.xlsx

PO
History_EKBE.xlsx

PO_Upload_Main_Fil
e.xlsx

PO
History_EKBZ.xlsx

Initial_Stock_Upload
_Template.xlsx

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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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