Data quality: the foundation of finance

A single incorrect open item, a missing depreciation value or an incorrectly assigned G/L account can significantly distort the opening balance sheet during the transformation to S/4 Hana. This results in postponements, queries from the auditor and internal escalations. This is precisely where the SAP Data Migration Cockpit comes in: it is a standard tool provided by SAP that migrates master and transaction data to the new S/4 Hana system with technical validation.

It has been integrated into the system since Release 1709, both in the cloud and on-premises versions, and currently comprises over 150 predefined migration objects for direct transfer (Release 2023), over 52 of which are directly related to FI and CO - this enables a structured and clean migration to the target system.

Scope and technical approaches

Objects such as business partners including company code views, G/L accounts with chart of accounts assignment, assets including acquisition values, depreciation keys and key date values as well as all open items from general ledger/accounts receivable or accounts payable and CO postings are particularly relevant for financial accounting.

Two technical methods are available: The staging approach is based on XML templates that the Data Migration Cockpit offers for download. After manual filling, the XML files can then be uploaded back to the cockpit. This approach is particularly suitable for data from external systems or for manageable data volumes.

The direct transfer approach establishes a live connection to an SAP source system via an RFC connection. The data to be migrated is then selected within the cockpit, mapped and migrated to the target system. This means that the migration process is clearly defined for both approaches: Data selection (either in direct transfer in the cockpit itself or in the staging approach in the source system at table level) - Extract data (only relevant in the staging approach) - Load/upload data - Prepare/map - Simulate - Migrate.

SAP Data Migration Cockpit: The tool integrated in S/4 supports the structured and standardized migration of master and transaction data from SAP and non-SAP systems to an S/4 system.

This standard process is particularly important for audits, as all steps are traceable. Error logs are saved and can also be viewed after the migration. As this is a standard SAP tool, no programming knowledge is required, but an experienced SAP consultant with knowledge of the Data Migration Cockpit should carry out/accompany the migration. Operation is user-friendly and data can be accessed via XML files or direct system access.

The standardized project process in six phases: The process follows a clearly defined and documented sequence. In the staging approach, the template is filled. In the direct transfer variant, a detailed selection is made. When uploading/loading the data, the system immediately checks mandatory fields and table links. In the mapping step, old structures are mapped to new values, which must then be supplemented or readjusted manually or via XML upload of the mapping values. The decisive step is the simulation: here, the data is first passed through the target system on a trial basis.

Typical errors, such as unopened migration periods, blocked contra accounts or missing tax codes, can thus be identified in the first iteration of the simulation. After an error-free simulation, the productive migration of the entire volume takes place, whereby the error-free simulated data can also be migrated in between.

Finance departments particularly appreciate the integrated technical check. The cockpit not only validates technical consistency, but also checks business correctness: Is the G/L account in the correct chart of accounts? Do the account settings match the migration action? Is the legacy data transfer segment in Asset Accounting set correctly? Each processing step is logged in full and is available for internal and external audits at any time.

Added value: Professional validation

In contrast to many competitor tools, this is not a purely technical database migration, but a posting-related migration. For example, the account settings of the G/L accounts are checked and validated by the Data Migration Cockpit. If the G/L account or supplier/customer (business partner) settings do not match the process, the simulation runs for errors. Important: The simulation can be repeated as often as required, for example when an error message has been rectified, to check whether the solution was successful.

A tried and tested procedure is to carry out the first simulation run with only around ten percent of the data records. The reason for this is that serious errors can be detected and rectified at an early stage - for example, the migration period is not open, the migration counter account is locked or basic mappings are missing.

At the same time, the simulation run is prevented from taking an unnecessarily long time. The data records should only be migrated to the target system once the simulation has been successful for all data records. Experience has shown that processing enormous amounts of data prolongs the simulation phase.

The simulation phase of a migration project with the Data Migration Cockpit (with the exception of preparing the upload files in the staging approach) is the most time-consuming phase in the migration process, as experience has shown that several simulation iterations are necessary until all errors have been rectified and the data quality allows migration. Highly customized extensions (Z-fields) can also be defined and set in the Data Migration Cockpit settings. In highly individualized system landscapes or in projects with several million data records, the standard tool reaches its limits.

Recommendation for finance projects

The SAP Data Migration Cockpit is always the first choice if the data fits into the SAP standard and the source system is an SAP system. Non-SAP source systems can also be migrated using the staging table approach. A hybrid approach is recommended for highly individualized legacy systems or extremely high data volumes: Standard objects via the cockpit, special cases via a professional ETL tool.

Conclusion

The SAP Data Migration Cockpit is a powerful free tool for the compliant transfer of financial data to SAP S/4 Hana, provided that the simulation is carried out consistently with a representative data share and all errors are corrected, as well as a detailed validation is carried out by the specialist department. Projects that follow these two principles achieve predictable go-live dates.

SAP Data Migration Cockpit - Advantages

The SAP Data Migration Cockpit enables a system-oriented, high-quality migration with maximum transparency and minimum technical effort.

The most important highlights:

• Predefined migration objects,
  Standard templates, field descriptions and mapping suggestions for asset masters, G/L accounts and open items, for example.
• Transparent and audit-proof process: clear process: load - map - simulate - migrate; all steps and error logs are permanently traceable.
• No programming required: User-friendly interface, no developer knowledge required if no Z-fields are involved.
• Strong functional validation (not just technical): Simulation run checks data quality and customizing, detects, for example, incorrect account settings, blocked periods, etc.
• Perfect S/4 integration: cloud and on-premises, uses all SAP settings and validations directly.
• The most important quality step: simulation: test migration without data changes, repeatable as often as required. Recommendation: first run with only around ten percent of the data.

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