Purchase Requisition Conversion Strategy
In upgrade and transformation projects we are required to bring the legacy data in new system. This legacy data can broadly be classified into following:
- Master data e.g. master data can be Material master, Vendor master, Source list, Purchase info record, Contracts etc.
- Transaction data e.g. Reservation, Purchase Requisition, Purchase Order, Invoice
Master data serves as a base for executing the transactions hence is required to be brought in the system before transaction data. Master data is mostly retained As-Is (unchanged) in the new system, one of the main reasons for this is familiarity of the users with master data.
Transaction data might be needed to be brought in the new system because of its open quantity, in the legacy system, which is to be settled in the new system. Open quantity refers to the quantity for which a follow-on document is not posted in the system. E.g. If a Purchase Order is created is created for 10 qty and Goods receipt is done for 5 qty then Purchase Order is Open for posting Goods receipt of 5 qty.
Purchase Requisitions are internal documents for a client and are mainly used for putting forward a particular person’s/department’s requirements to purchasing department. This Purchase Requisition can further be used as reference for a RFQ, PO, etc. In order to do a PO conversion, it might be required the Purchase Requisitions referenced in the POs to be created first. Hence while considering conversion of transaction data in purchasing we often consider Purchase Requisition as one of the transaction data to be brought into new system.
Here we will be mainly talking about how we can bring Purchase Requisitions from legacy system to new system, inclusion/exclusion criteria, dependencies, important considerations, related assumptions, challenges involved.
Inclusion and Exclusion criteria:
- Inclusion criteria can be defined as parameters on which Purchase Requisitions will be considered for conversion. E.g. Purchase requisitions of only document type NB to be considered for load. Another example of inclusion criteria can be only completely released purchase requisitions created in last one year to be considered for conversion. There can be as many inclusion criteria as per Client’s requirement.
- Exclusion criteria can be defined as parameters on which Purchase Requisitions will not be considered for conversion. E.g. Deleted line items of the Purchase requisitions will not be considered for load. Another example of exclusion criteria can purchase requisitions created for a particular plant will not be considered for conversion. There can be as many exclusion criteria as per Client’s requirement.
- All required configurations related to Purchase Requisition is in place before the data is loaded
- Material Master, Service Master, Vendor master must be created and uploaded
- Purchase Info record, Contracts, Unit of Measure, Purchase Group
- Material Group assignment to G/L accounts
- Account assignment data as G/L accounts, cost centers, WBS elements need to be created and uploaded
- Method of extracting, cleansing and loading the data needs to be defined beforehand.
- Preceding documents of Purchase requisitions are created in the system. Preceding document can be a Plant maintenance work order, planned order or internal order.
- Contracts referred in the legacy Purchase Requisitions must be released.
- Release Strategy and Release status of the considered Purchase Requisitions.
- Workflow related to Purchase Requisitions should be setup but should not be activated. If the workflow is activated, releasing the Purchase Requisitions collectively can lead to trigger of large number of workflows which can hamper system performance and can affect other update tasks.
- Error log generation format and analysis.
- Numbering for Converted Purchase Requisitions will not change.
- External numbering will be used during the conversion period only. Document numbering will be switched to internal numbering once the conversion is complete.
- Data Cleansing in Legacy SAP is required before the data is ready to be migrated to SAP
- Purchase Requisitions can have multiple line items
• Month end process must be run before conversion.
- Any input file fields that are not used as input into the creation API/TCODEs will be ignored.
- Accurate validation of Extracted, Cleansed and Loaded data.