I’ve come across few SAP customers who prefer to initially implement Internal Orders to manage their projects. After some time they realized that their projects can be better managed in Project Systems component of SAP. They then decide PS implementation. To centrally manage all of the projects and get consolidated reporting the customer needs to migrate existing Internal Order projects to Project Systems. This is specially required for long term projects for which some values are posted on Internal Orders and some more transactions are expected in future.
I faced this situation on a couple of projects. I couldn’t find much information about it and have to do a lot of research to draw a concrete and viable solution. Keeping in view my client’s good acceptance I thought to contribute it to SDN.
To migrate the data from Internal Orders to Projects we may need different activities for different scenarios. I would recommend thoroughly analyze all the Internal Order and associated AUC posted and un-posted scenarios. Discuss them with concerned your customer and create a scenario list.
You may find multiple scenarios in the system from simple ones to very complex ones, but mostly the following scenarios or a combination of the following scenarios is highly likely to be found:
Scenario No. 1 – Un-posted Orders: Master Data of Internal Order is created but no values of Budget, Commitment, Plan or Actual Cost posted.
Solution: This one is the very simple right? Just create Project Definition, WBS Element and you are done. You can close the Internal Order now and use the WBS Element.
Scenario No. 2 – Internal Orders Posted with Actual Values: Some of the Internal Orders may be posted with Actual Data from MM Invoices, FI Invoices, Travel Management and /or from other SAP components.
Solution: Create corresponding Project Definition and WBS Element(s). Settle the Orders (KO88 or KO8G Transaction Code) to the WBS Element(s). In case AUC values are posted to the Internal Order, AUC transfer transaction (ABUMN) may also be required from old to the new AUC.
Scenario No. 3 – Budgeted Orders: Internal Orders posted with Budget values.
Solution: The posted budget values have to be returned with KO26 transaction, as there is no Budget Transfer facility from an Internal Order to a WBS element. The same values can be added to the corresponding WBS element with CJ30 or CJ37 Transaction Code.
Scenario No. 4 – Orders with commitments Posted: Some of the orders may have open commitments with Purchase Requisitions or Purchase Orders.
Solution: In this case we may need to change the PR with ME52N or PO with ME22N transaction. Replace the PR/PO account assignment from the Internal Order to the new WBS element. The system will close the commitment from the Internal Order and raise commitment on the WBS element.
Scenario No. 5 – Planned Internal Orders: Orders posted with Overall Plan, Cost Element Plan and / or Statistical Key Figure Plan data.
Solution: Settle the plan data to the corresponding WBS Element with KO9E or KO9G transaction codes.
Scenario No. 6 – Settled Orders: Fully settled Internal Orders may not require migration to Project Systems.
LSMW programs or ABAP BAPIs may be used for uploading data if the data volume is very high.
Some of the projects may not be fully migrated. For example PR, PO and GR are posted on an Internal Order but the IR is still awaited. In this kind of situation it’s very difficult to migrate the Internal Order. In such kind of situations define the business process to handle the pending transactions and migrate them latter, once the limitations are removed.