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Purchase Order upload from Legacy to SAP Version 1
with purchase order history
created by Sarvottam Darshan on Mar 30, 2015 1:15 PM, last modified by Sarvottam Darshan on Mar 31, 2015 11:21 AM
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Executive Summary
An important exercise during SAP implementation project cutover is Purchase Order (PO) migration from legacy to
SAP. The legacy POs may be in various stages of processing. Some might be partially delivered while others might be
partially invoiced. The scenario becomes challenging as the corresponding stock postings for such histories is already
posted in legacy. While businesses would like to bring these histories into SAP they would not like to post to stock
accounts or update stock quantities in the material master however they would like to post to GR/IR clearing accounts
to record all open items.
This blog discusses proven SAP standard solution of open PO upload with history based on live project experiences
and proposes some practical check points and processes to ensure a seamless PO history upload in SAP.
Note: Sound understanding of SAP MMFI integration is a prerequisite to this reading.
Business Requirements
During cutover of purchase orders from legacy to SAP businesses face challenging requirements with respect to
transferring histories of the purchase orders to SAP. Legacy POs could be carrying varied PO histories as mentioned
below:
Open POs
Partially Delivered POs (partial GR done)
Partially Invoiced POs (Partial IR done)
In general, businesses are suggested to close all open POs in legacy and not to bring any histories along in SAP.
However in some cases the PO histories become mandatory for businesses. The challenge in such cases is to bring
the histories without creating any stock posting while still posting the open items in GR/IR clearing accounts along with
its contra postings.
SAP Standard Solution
SAP provides standard programs to upload POs along with their histories from legacy system. It is possible to
transfer open, partially delivered, and partially invoiced POs from legacy to SAP. The set of programs operate
to load the PO master as a first step followed by history and item text uploads. During this process, the SAP
standard automatic account determination and postings to stock and GR/IR clearing accounts based on
OBYC setup is circumvented by SAP and postings are done to a user specified GR/IR clearing account
(which is open for nonautomatic postings) and contra accounts. Dedicated for this upload process business
users need to provide the following accounts:
GR/IR Clearing Account
Contra Account Vendor Items
Contra Account Goods Receipt
The relevant accounting entries posted during cutover are as follows:
1) At the time of Inventory upload (as conducted using separate upload tool)
Inventory account Dr
Inventory Upload A/c Cr
2) At the time of PO History upload (using the process discussed in this whitepaper)
http://scn.sap.com/docs/DOC63072 1/6
8/24/2015 Purchase Order upload from Legacy to SAP with p... | SCN
a. Partial GR carry forward from legacy to SAP
Contra Accounts GR Dr
GR/IR clearing A/c Cr
b. Partial IR carry forward from legacy to SAP
GR/IR clearing A/c Dr
Contra Vendor A/c cr
3) Vendor balances upload (as conducted using separate upload tool)
Contra vendor A/C Dr
Vendor A/c Cr
Note that the PO history upload SAP programs do not post to stock accounts or create any material quantity updates in
material masters during this upload process.
Business Benefits
Clean open item migration from Legacy to SAP with desired PO history
Clear Audit trail
Standard SAP solution
Detailed Mechanism
The transfer of POs is affected via the data transfer workbench using the following programs in the sequence as
presented:
The steps to be followed for the upload are as listed below:
Step 1: Create a sequential LSMW using Programs mentioned above:
As a first step Program "RM06EEI0" (upto 4.6c) and BAPI "BAPI_PO_CREATE1" (for all versions after 4.6c)
are used to create PO headers in SAP. These programs are used at the time of LSMW creation as shown
below:
http://scn.sap.com/docs/DOC63072 2/6
8/24/2015 Purchase Order upload from Legacy to SAP with p... | SCN
This LSMW requires a sequential data transfer relation. PO header gets transferred first followed by PO line item in a
sequential manner. Per PO header, a record of the structure MBEPOH is created and per PO item, a record of the
structure MBEPOI is created. Each PO line item attaches itself with a PO header item and hence the structure
relationship that gets created in LSMW is as shown below:
Note: Detailed source structure for a quick reference is available from the author over mail.
Rest of the steps of LSMW creation process remain same as any other LSMW.
Step2: Define Number Range for PO Upload OMH6
As a best practice it is recommended to define a unique external number range for ease of identification of legacy
purchase orders VisaVis purchase Orders created in SAP after golive. Note that this is a client open activity.
Step3: Upload file to Logical Destination (SAP Application server)
The PO upload file is usually very bulky and hence need to be uploaded on the SAP application server by BASIS team
for the LSMW to pick it up . SAP standard transaction CG3Z cannot be used to upload the file on application server as
it has been observed that the upload files get truncated due to beyond normal file size.
Note:Sample upload file is available from the author over mail.
Data preparation for this upload file needs to be done with the following checks in mind.
http://scn.sap.com/docs/DOC63072 3/6
8/24/2015 Purchase Order upload from Legacy to SAP with p... | SCN
Step4: Check Uploaded File in application ServerAL11
As a sanity check the upload file destination should be reverified on the application server.
Step5: Display Transfer file (Optional)OMQ5
To locate possible data errors in the upload file display the content of the sequential file in structured form using
transaction OMQ5. Changes to data structure are possible at this instance.
Step6: Deactivate Statistics Update (Optional)OM02
Deactivate the statistics updating process in order to reduce the runtime of the programs for transferring purchase
orders
Step7: PO Master data Upload
Execute the LSMW created in Step 1 using the upload file on the application server.
Check that the PO headers are created in the backend but not yet released post the LSMW upload. No histories exist
at this instance.
Step8: PO History UploadSA38 (RM06EEI1)
As a next step, PO line item uploads are conducted using program RM06EEI1 as shown below:
http://scn.sap.com/docs/DOC63072 4/6
8/24/2015 Purchase Order upload from Legacy to SAP with p... | SCN
Note:
File Name: is the application server address of the upload file that has been uploaded in step 4
Without database update: This is for doing a test run. No documents get posted when the program is
executed in this mode. It is recommended to conduct this run to check any possible errors ahead of the actual
update run.
With Database update: This run updated the PO history and created accounting entries as applicable. It
shows a log of the activity indicating POs loaded successfully, POs with error as well as the detailed reasons
for the errors. It needs to be scheduled in the background. An upload file with approximately 6000 line items
takes about 5 minutes. The SAP MM tables EKKO and EKPO tables get updated during this run.
GL Accounts: GR/IR clearing account, Contra account for Vendor items, Contra accounts Goods receipt are
GL accounts to be provided by business and to which accounting postings are expected due to the PO history
upload.
Document Types: Specify the SAP document types which are intended to be used for the above postings.
Scope of Error log: Choose "log with error message" to get detailed errors log for failed cases. Note that for
POs which fail during their history upload even the PO header is not created. The POs with error can be
corrected and a second upload with only the delta POs can be executed.
Step 9: Conduct a sample data check:
Post the upload, it is recommended to check some sample POs for each detail and the accounting documents
posted. For detailed check EKKO, EKPO table from MM side, Documents posted in accounts provided by
business for this purpose can be analyzed.
Step 10: Deactivate ext number range for PO OMH6
Post the upload it is mandatory to deactivate external number ranges so that the same don’t get consumed in
Post golive PO creation process.
Conclusion:
SAP’s solution for PO history upload has been used successfully in large multicountry implementations with
a mandate to upload PO histories from Legacy to SAP for various business reasons. The setup for this upload
is a onetime exercise with full reusability for each successive rollout. A clear strong point of this upload
process is the ability of this functionality to check errors ahead of actual database update. This gives users
the ability to make corrections and allow only correct values to update SAP database.
References http://help.sap.com
http://scn.sap.com/docs/DOC63072 5/6
8/24/2015 Purchase Order upload from Legacy to SAP with p... | SCN
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4 Comments
Sridhar Bolisetti Apr 1, 2015 12:49 PM
Hi Sarvottam Darshan,
Wonderful document on legacy data migration process for POs. Thanks for sharing.
Regards,
Sridhar
Like (0)
Manas Kundu Jun 11, 2015 9:17 AM
Hi Sarvottam,
Its a wonderful Document.
I have a query.
Right now, I am facing a problem of data conversion from Legacy to SAP. This is for Service PO
History conversion. We are not facing any issues in Material PO History conversion using program
RM06EEI1. We don’t have a approach for service PO history upload, since the program don’t support
uploading Service PO History. Can you kindly suggest any LSMW program or approach for uploading
the Service PO History?
Regards
Manas
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Kareem Tarek Jul 14, 2015 12:57 PM
Thank you Sarvottam,
I have the same issue as Manas for Service PO. Do we have any Std. solution?
Many thanks for you...
Regards,
Kareem
Like (0)
Kareem Tarek Jul 14, 2015 11:54 PM (in response to Kareem Tarek)
Dear Sarvottam,
I have one question: What will be the case for the G/L accounts ? How can the finance
handle them?
Many thanks for you...
Regards,
Kareem
Like (0)
http://scn.sap.com/docs/DOC63072 6/6