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Migration of Financial Accounting Master Data
and Transactional Data
THE BEST RUN
Content
1
General Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.1
Purpose. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
1.2
Standard Migration Scenario. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.3
Migration Objects in Accounting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
1.4
Legacy Data Transfer Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2
Cut-Off Date for Migration of Accounting Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
3
Preparations in the Legacy System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
3.1
Customer and Supplier Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
3.2
Asset Accounting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.3
General Ledger Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.4
Bank Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.5
Tax Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.6
Inventory Balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Result. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3.7
Setting Up Parallel Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
4
Preparations in the SAP S/4HANA Cloud System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
4.1
Business Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
4.2
Charts of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
4.3
Extracting Source Data from the Legacy System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
4.4
Creating Lists to Verify the Migration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
4.5
Check Completed Data Migration Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
4.6
Check Key Date for Migration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
4.7
Restrictions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
5
Migration of Financial Accounting Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
5.1
Posting Logic During Migration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
5.2
Historical Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
5.3
Tips to Avoid Typical Mistakes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
5.4
Last Activities Before Import to Production System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
6
Subsequent Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
6.1
Check Lists in SAP S/4HANA Cloud. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
6.2
Set Posting Blocks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
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Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
7.1
Account Balance List of the Source System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
7.2
Document History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Migration of Financial Accounting Master Data and Transactional Data
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1
General Information
1.1
Purpose
This guide describes how to migrate financial accounting master data and transactional data from an existing
customer system to SAP S/4HANA Cloud system with SAP S/4HANA Migration Cockpit via file upload. For
ease of reference, financial accounting master data and transactional data will be referred to as data in this
document.
As an option, data transfer to SAP S/4HANA Cloud via staging tables is also possible via the SAP S/4HANA
Migration Cockpit. For more information, refer to the SAP S/4HANA data migration product asssistance.
1.2
Standard Migration Scenario
The general procedure in a standard migration scenario is as follows:
The customer...
1. cleanses their data in the legacy system (optional).
2. extracts the source data.
3. transfers the data into the predefined data migration templates (XML templates) provided by SAP.
4. prepares the data in template.
5. prepares its mapping conversion in SAP S/4HANA Migration Cockpit.
6. reconciles migrated data with the legacy system.
Before the final data import (cutover migration) into the production system, a test migration and data check
into the test system [quality system (Q)] must be executed. Only if all tests are 100% error-free and data is
reconciled without deviations, you can proceed with the data migration to the productive system (P).
 Note
The SAP S/4HANA Migration Cockpit supports the initial data load. That’s why only well-prepared, clean
data should be loaded into the productive system. Wrongly migrated or useless data entries can be deleted
from the quality system by using the Reset Transaction Data job in the Schedule Accounting Data
Corrections in Quality System app. For more details refer to SAP Help Portal.
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1.3
Migration Objects in Accounting
Currently, the following migration objects are available for financial accounting. They support the following
mentioned use cases.
● G/L account balance and open/line item
○ Balance sheet accounts (open item/non-open item managed)
○ Profit & Loss accounts (for example, interim balance per CO object, cost center, WBS elements)
● Accounts payable open item
○ Deferred tax
○ Withholding tax
○ One-time account (Conto pro Diverse, CpD)
● Accounts receivable open item
○ Deferred tax
○ Withholding tax
○ One-time account (Conto pro Diverse, CpD)
● Historical balances
○ Migration on already closed posting periods before migration key date
○ Postings on G/L account without the required assignment to a CO object
○ Direct postings to reconciliation accounts (customer, supplier, asset)
● Fixed assets - master data
● Fixed assets - postings
● Exchange rates
● SEPA mandate
● Material inventory balance
There are more objects in accounting for data migration into SAP S/4HANA Cloud. Refer to Migration Objects
for S/4HANA Cloud in the SAP Help Portal.
For the following accounting areas, no data migration service is supported:
● Chart of accounts
● Special general ledger transactions, such as security deposits, guarantees, etc.
Exception: Down payments made and down payments received can be migrated with objects Open Items
Payable, Open Items Receivable.
● Open tax items: the migration of open tax items isn’t supported. Open tax must be paid before data
migration. That means, no balances of tax accounts must be migrated. Only the balance of the tax payable
account must be migrated.
Exception: Deferred tax can be migrated with the migration activities for Open Items Payable and Open
Items Receivable.
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1.4
Legacy Data Transfer Options
There are two possibilities to transfer data:
Option 1: Transfer at the End of the Fiscal Year
A migration key date is the date at the end of the last closed fiscal year in case fiscal year corresponds to the
calendar year, for example, 31.12. YYYY-1.
You must transfer only the opening balance from the legacy system:
● open item-managed accounts (customer, supplier, and G/L account)
● non-open item-managed accounts (balances or line items)
● retained earnings account (balances)
The necessary data for immediate further processing, like open items for a first payment run, must be taken
over shortly after the business year change. Whereas account balances for nonopen item-managed accounts
can also be transferred later, for example, after creating annual financial statements.
From the beginning of the fiscal year, all users start posting documents for the new fiscal year in the new
system.
Option 2: Transfer During the Fiscal Year
The migration key date can be in the fiscal year that directly follows the last closed fiscal year.
In addition to objects in option 1, you must also transfer the transactions for the P & L accounts, beginning from
the first day of the current fiscal year as line items or totals per controlling account assignments (for example,
cost centers or WBS elements).
As an overview for this option you must transfer the following accounts from the legacy system:
● open item-managed accounts (customer, supplier, and G/L account)
● non-open item-managed accounts (balances or line items)
● retained earnings account (balances)
● P & L accounts (balances or line items)
With this option, the data is transferred in the new SAP S/4HANA Cloud system. The transfer occurs when the
old fiscal year is certified in the system and the data no longer changes (after audited financial statements).
Postings in the old legacy system are no longer be allowed.
 Note
It’s requested to post historical data for reporting purpose. For example, additional balances for the
previous fiscal year and / or balances in the previous months of the current fiscal year, but before the
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migration key date. See Historical Balances [page 21] and SAP Knowledge Base Article 2943035
Migration of historical balances to SAP S/4HANA and SAP S/4HANA Cloud.
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2
Cut-Off Date for Migration of Accounting
Data
For the migration of financial data, a key date or cut-off date is chosen for the migration. The date represents a
point in time in which the financial system shifts records from the legacy system to SAP S/4HANA Cloud.
 Example
Legacy data transfer at the end of the fiscal year
Migration key date: 31.12. YYYY-1
Cut-off date: 07.01. YYYY
The date must allow the completion of the following actions:
● Posting of all documents available up to this date in the source system.
● Reconcile and close the books in the source system for the period.
● Extract source data and enter it into migration templates.
● Clean and convert data as needed for SAP S/4HANA Cloud.
● Validate imported data against legacy system.
The date chosen is usually the end of a period (month, quarter, year) since it fits into the normal reconciliation
cycle.
 Remember
It isn’t possible to enter financial transactions in either the legacy system or SAP S/4HANA Cloud system
from the cut-off date, until the migrated data is verified. Any changes to these systems would interfere with
your ability to validate the migrated data.
Note the following general guidelines:
● Avoid unnecessary data migration.
● Reduce the volume of open items in the legacy system as much as possible.
● Use a unique cut-off date. As data can be consistent only at one point of time.
● Extract all data on the same date.
 Note
You must make sure that the data from the legacy system isn’t changed (added, changed, or deleted)
during or after the cut-off day of the data migration. Any changes to the legacy system inhibit the ability to
reconcile the migrated data.
You can take the following actions as precautions:
● Set posting blocks
● Lock users
● Physically block/interrupt data connections into legacy system
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Cut-Off Date for Migration of Accounting Data
3
Preparations in the Legacy System
In preparation for the migration of data, it’s recommended to archive (optional) or block unnecessary data for
migration from the legacy system. Data that can’t be archived or blocked can be eliminated during the
extraction process. However, data filtering isn’t recommended for financial data since it can result in errors
with the financial data consistency.
After migration, you’ll have to check whether the imported data is consistent. For this check, you need
comparison lists. Create relevant evaluations for the individual objects as well as the lists from year-end
closing. Some examples are a trial balance for G/L accounts, lists of open item payables and receivables, and
asset history sheets.
3.1
Customer and Supplier Accounts
This section refers to both payments received from customers as well as payments to suppliers. As the steps
are the same in both instances, the procedure refers to both actions.
Procedure
1. Clear as many of the open item payables and receivables as possible in the accounts. By reducing the open
items, you reduce the number of variables for migration. By that, resulting in a lower possibility of error and
reducing the amount of reconciliation that would be needed to verify the data migration.
2. If one-time accounts exist in the legacy system, you have to create master records for the open items in the
one-time accounts. Then you have to post the open items to these accounts.
3. You need to remove all master records that aren’t active. It isn’t possible to filter these records during the
data migration in the SAP S/4HANA Migration Cockpit. Therefore, it’s most efficient to archive, block, or
remove these records in the legacy system or remove these records from migration template before
starting with the data migration into SAP S/4HANA Cloud system.
3.2
Asset Accounting
All the business transactions in the legacy system must be processed up to the cut-off date (transfer date).
The cumulated asset values (resulting from acquisitions, retirements, transfer postings, depreciation) from the
last closed fiscal year and all transactions (such as acquisitions, retirements, transfer postings, and
depreciation if needed) from the current fiscal year will be transferred.
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You need to only transfer those asset master records, which are still active, even if they’ve been written down to
residual book value zero.
In asset accounting, you proceed as follows:
● Ideally, post all business transaction up to the transfer date.
● Post all depreciation from the current fiscal year up to the period of the transfer date in your legacy system.
If you don’t want to transfer any depreciation posted from your legacy system, you have an alternative
option. After the legacy data transfer, you can catch up on the posting of depreciation by carrying out a
depreciation posting run in the SAP system. If you choose this option, you don’t need to transfer the
depreciation values of the current year.
For more information, see the Product Assistance for Asset Accounting under Legacy Data Transfer.
You can also refer to the documentation for the migration object fixed asset within the migration project details
for the fixed asset, under
3.3
Display
Documentation .
General Ledger Accounts
If your financial reporting is based on an accounting period, you must create additional accounts in your legacy
system, and make the corresponding transfer postings (for example, for personnel costs).
All general ledger accounts that aren’t active (no balance on those accounts), should be archived, blocked, or
removed in the legacy system. This action indicates that these G/L accounts wouldn't be created in the SAP S/
4HANA Cloud system.
Clear as many open items as possible in G/L accounts (for example, accruals, GR/IR goods, receipt/invoicereceipt, clearing account). This reduces the data volume to be migrated and so reduces the time needed for the
data migration. If you use document splitting, it reduces the number of open items where you may need to
assign a valid profit center.
3.4
Bank Accounts
Unify your bank accounts to the actual balance.
The bank balance equals the balance of the last bank statement.
3.5
Tax Items
At the end of a reporting period (month), the tax items for output and input tax are balanced to the tax payable
account in the tax reporting process. If so, the output and the input tax accounts don’t have a balance to
migrate. Only the balance of the tax payable account must be migrated to SAP S/4HANA Cloud system.
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Consequently, the tax of the last period (month) before migration, must be posted and paid in the legacy
system.
Exception: Deferred tax can be migrated with the migration activities for Open Items Payable and Open Items
Receivable.
3.6
Inventory Balance
3.6.1 Use
The following procedure explains a possible way to reconcile the inventory posting account (transaction key
BSX) with the account for initial entry of inventory (transaction key BSA) after the migration using two different
clearing accounts (39911000 and 39912000).
The recommended process is as follows:
1. Migrate the products with their current valuation data using the Product migration object.
2. Migrate the stock quantities with the Material inventory balances migration object. The loading of the
material inventory posts the quantities and the values automatically to the corresponding stock accounts.
Provide the value in the corresponding External Amount in Local Currency field, or otherwise the current
value from the material master is used.
3. Migrate the balances of the stock accounts with the G/L account balances migration object. Use the
predelivered accounts for initial entry of inventory.
The example chart of accounts used in this document is YCOA (Standard Chart of Accounts).
During migration of Inventory balances, the system posts a material document for the stock booking and an
accounting document for the stock value booking. For each accounting document, at least 2 line items are
posted:
● one item on the debit side
● one item on the credit side
 Note
Journal entries must not have a balance.
The general ledger account for the first part of a booking is defined by automatic account determination, per
definition of the account determination. Inventory balance always books BSX against BSA. You can look at this
account determination in the system by choosing Manage your Solution from the SAP Fiori launchpad.
The standard system already contains accounts for initial entry of inventory. The following screenshot shows
the BSA accounts that are delivered as standard. Refer also to the Data Migration to SAP S/4HANA from
Staging (2Q2) test script for further information.
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3.6.2 Procedure
In the migration template for the migration object G/L account balance, enter the clearing account 39911000
or 39912000 into the G/L Account column. Then, enter the transfer booking account script for G/L account
balances in the Offsetting G/L Account column. Find the table with the respective overview in the Transferring
Booking Account section of the Data Migration to SAP S/4HANA from Staging (2Q2) test script.
 Note
During migration of inventory balances, the system automatically performs an account determination for
the booking of the accounting document. As mentioned, the inventory posting account (BSX) is always
booked against the account for initial entry of inventory (BSA). After migration of both objects, the balance
of the migration clearing account for inventory must be zero.
Also refer to the booking logic for the Inventory balance and G/L account balances during migration below.
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3.6.3 Result
Migration has been successful if the balance of the clearing account for inventory is zero after booking the G/L
account balance and the inventory balance.
Potential discrepancies are only valuation differences that occur when material was rated differently in the old
system compared to the way in which it’s now rated in SAP S/4HANA. If there are differences, please check
them to decide whether you can write them off to a valid price difference after consulting an auditor. SAP
delivers these clearing accounts in order to reconcile accounts.
Also refer to the Mapping of the External Amount in Local Currency field in the Material Document Item sheet
section in the Material inventory balance migration object documentation for further information.
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For price changes after migrating your data, you can use the Upload Material Inventory Prices app.
3.7
Setting Up Parallel Accounting
In most cases, it’s planned to set up parallel accounting (international GAAP and local GAAP) and use it in the
SAP S/4HANA Cloud System. Values for receivables, payables, payments, and taxes always apply to all
accounting principles, that is, all ledgers receive same values in the SAP S/4HANA Cloud System when
transferring data from the source system. In most cases, only valuation is different for the different accounting
principles. For example, depreciation or foreign currency valuation is posted on non open-item managed G/L
accounts.
If there’s only one GAAP (for example, local GAAP) in the source system, this system doesn’t have to be
changed.
Data for the missing accounting principles are prepared in the templates for the app Migrate Your Data using
different ledger groups and depreciation areas to differentiate the values between the GAAPs.
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4
Preparations in the SAP S/4HANA Cloud
System
4.1
Business Structure
The following information is required for accounting:
● Company
● Segment
● Profit Center & groups
● Cost Center & groups
4.2
Charts of Accounts
One standard chart of accounts is available for SAP S/4HANA Cloud:
● YCOA (Standard Chart of Accounts)
If necessary, you can create all other G/L accounts via copy the predelivered ones. There’s no migration object
available in SAP S/4HANA Cloud for creating new G/L account master data.
You can renumber YCOA G/L accoount numbers before you go live with your project. See the configuration
steps for Renumber G/L Accounts.
4.3
Extracting Source Data from the Legacy System
After you’ve prepared your legacy system as described, you must extract the data from the legacy system in
accordance with your selected migration scenario and migration object.
Extraction of Supplier and Customer Data
Be sure to archive, block, or remove inactive (unwanted) suppliers and customers in the legacy system. You can
also delete those suppliers and customers from the migration template, before you export the data.
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 Note
It isn’t possible to filter suppliers and customers out during the migration process.
Extract all the relevant business partners (supplier and customer) master records and fill in the data migration
template provided by SAP (customers and suppliers).
Open items for customer and supplier are transferred, with mapped tax codes and without posting any tax
again, in the target SAP S/4HANA Cloud system. This specification is necessary for a possible tax adjustment
for cash discount on payments.
Extraction of Financial Data
Extract the closing balances of the balance sheet accounts and the closing balances per CO object and period
of P&L accounts, if the data migration is done during the fiscal year. If the data migration is executed at the end
of a fiscal year, no balances of P&L accounts are to be migrated. Fill the data into the FI - G/L account balance
and open/line item template.
Special handling for balance sheet accounts and profit & loss accounts belonging to fixed assets:
Extract the cumulated values from the last and current year. Enter the data into the Fixed Asset (incl. balances
and transactions) template. To transfer with a key date that falls during the fiscal year, extract Posted Values
and Transactions. For more information, see the product assistance for Asset Accounting under Legacy Data
Transfer.
Extract the open items payable and receivable on the same day. Fill the data into the FI – Accounts payable
open item and FI – Accounts receivable open item templates.
4.4
Creating Lists to Verify the Migration
During or immediately after extraction is the optimum time to generate reports from the legacy system that
can be used for the verification of the migrated data.
Data Required from Legacy System for Data Validation:
● Receivable ledger records
● Payable ledger records
● General ledger account balance (P&L accounts balance for interim migration)
● Balance sheet, profit & loss statement
● Open items records, G/L accounts including:
○ Open cash in transit items, such as, outgoing checks
○ Open goods receipts/invoice receipts (GR/IR open items)
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● Inventory including cost information
● Fixed assets:
○ Asset history sheet
○ Asset transfers
○ Acquisitions and retirements
○ Assets under construction
○ Posted depreciation for data transfer during the year
You’ll also need these lists to verify the migration after the data has been imported to the production system.
Business department must confirm the migration.
4.5
Check Completed Data Migration Templates
Check whether the financial accounting data in the migration templates matches the data in the legacy system:
● Account Balances template: The total amount of all general ledger accounts (of an enterprise) in the
template must be zero.
● Fixed Assets template: The total amount of all fixed assets (of an enterprise) in the Account Balances
template must be equal to the total amount of all corresponding fixed assets accounts. This applies to the
valuation views that create postings only.
● Open Outgoing Checks template: The total amount of all open outgoing checks (of an enterprise) in the
Account Balances template must be equal to the total amount of all corresponding outgoing check
accounts.
● Open Items Receivable template: The total amount of all open items receivable (of an enterprise) in the
Account Balances template must be equal to the total amount of all corresponding receivables accounts.
● Open Items Payable template: The total amount of all open items payable (of an enterprise) in the Account
Balances template must be equal to the total amount of all corresponding payables accounts.
● Inventory template: The amount of all inventory values in the Account Balances migration template must
be equal to the total amount of all inventory values.
Refer to the following migration templates in SAP S/4HANA Migration Cockpit, for guidance on entering data
for migration purposes:
● Introduction sheet: Information on how to copy and paste data on the different field types and on the
formatting that is used.
● Field List sheet: Overview of sheets and fields
● Input help that is attached to each column in the templates (enlarge the eighth row to make the help field
visible)
4.6
Check Key Date for Migration
Before starting with the initial data transfer, you define an overall migration key date for each company code in
the target SAP S/4HANA Cloud system. This migration key date is used for all migration objects that are
posting into financial accounting, except the Fixed asset (incl. balances and transactions) migration object.
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Use the Define Settings for Legacy Data Transfer app to maintain these settings:
● Set the Migration Key Date for each required company code
● Set the Legacy Data Transfer Status:
○ In Preparation: Migration key date is still unclear. Migration of transactional data isn’t possible.
○ Ongoing: Required for the initial data transfer. Migration of transactional data is possible.
○ Completed: After successful completion of the initial data transfer, migration of transactional data isn’t
possible.
Use the Make Company Code Settings app only for the Fixed asset – Postings migration object to specify the
data transfer date, document type, and the legacy data transfer status.
4.7
Restrictions
For restrictions relevant for RITA (Registration for Indirect Taxation Abroad), please see SAP Note 2907372
.
Before activating RITA for a company code, you must finish the accounts payables and receivables open item
migration with the Migrate Your Data app.
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5
Migration of Financial Accounting Data
To upload and process your source files (that is, your completed data migration templates), open the SAP Fiori
launchpad and open the Migrate Your Data app.
All required authorizations for executing the SAP S/4HANA Migration Cockpit are described in the Data
Migration to SAP S/4HANA from Staging (2Q2) test script. This document describes data migration to SAP S/
4HANA Cloud system for customers coming from any legacy system using a file-based approach.
All relevant business roles for the import authorization of the individual objects via the SAP S/4HANA Migration
Cockpit are described in the related migration object documentation.
5.1
Posting Logic During Migration
It’s important that the general ledger account balances in SAP S/4HANA Cloud match the balances in the
legacy system for key date. The total balance of each migration clearing accounts must be zero. To ensure this,
data migration uses the following posting logic:
● For every data record in any migration object for accounting data, the system posts an accounting
document.
● For each accounting document, at least 2 line items are posted.
○ one item on the debit side
○ one item on the credit side
 Note
The journal entry must not have a balance.
● First line item: The general ledger account for the one side of a posting is defined by account
determination.
○ AP & AR Open Items: Supplier or customer number provided via a migration template indirectly posts
to the related reconciliation account in general ledger.
○ G/L account balance and open/line item: G/L account number provided via a template directly posts
to this G/L account
● Second line item: In the automatically generated offset line item, the clearing entry is made via the
migration clearing account, which is made available via the migration template. The initial offsetting
(migration clearing) accounts to be used for financial migration objects in SAP S/4HANA Cloud are
described in the Data Migration to SAP S/4HANA from Staging (2Q2) test script:
Account
Description
Migration Cockpit Object Name
39911000
Initial Entry of Raw Material Balances
Material inventory balance
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Account
Description
Migration Cockpit Object Name
Material inventory balance
39912000
39913000
Initial FI-AM offset
Fixed Asset
39914000
Initial FI-AR offset
Customer Open Items
39915000
Initial FI-AP offset
Supplier Open Items
39916000
Initial other G/L offset
G/L account balances
39917000
Initial other Open Item G/L offset
G/L account open items
● All documents are posted with predefined key date as posting key.
Example of the Posting Logic for Accounts Payable (Supplier) Open Items
During Data Migration:
Step 1: Perform data transfer for all AP open items with migration object "FI - Accounts payable open item" with
the initial offsetting (migration clearing) account 39915000.
Step 2: The total balance of each migration clearing account, which is used for the offsetting postings, must be
zero. To ensure this, the offsetting amounts for the migration clearing accounts must be balanced with the
initial G/L offsetting account for data migration. This must be done with the migration object "FI - G/L account
balance and open/line items".
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The following accounts are affected:
● Open items receivables
● Open items payables
● Open items G/L accounts
● Inventory
 Note
Fixed asset balances are migrated with the fixed asset migration object - postings. You must not migrate
these balances with the object G/L account balance. Therefore, you must ensure that your migration file for
G/L account balance doesn’t contain any records for fixed asset balances.
5.2
Historical Balances
Migration of historical balances must be executed with related Historical balance migration object. These
historical postings can be transferred for every month and year in the past up to the predefined key date.
This migration object loads the historical balance for general ledger accounts without any complex plausibility
checks into the universal journal.
● Migration on already closed posting periods before migration key date
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● Postings on G/L account without the required assignment to a CO object
● Directly postings to reconciliation accounts (customer, supplier)
The reversal document is automatically created.
The migrated historical balances are foreseen as an approach for reporting. It isn’t possible to view the
migrated documents itself.
Choose one of two existing migration scenarios in the SAP S/4HANA Migration Cockpit via parameter Upload
Style.
● Balance Carry Forward (BCF): Post the accumulated balance at the end of each period and reverse the
balance of the previous period.
● Next Period Reverse (NPR): Post the initial balance in first period and post the movements for following
periods.
Example: 2 historical balance postings with different fiscal periods for predefined key date 31.12.2018:
1. Yes: Period = 11 | Year = 2018
2. No: Period = 01 | Year = 2019
5.3
Tips to Avoid Typical Mistakes
Semantic correctness can’t be verified by the system. You must check the accuracy of the accounting data on a
migration object level and across all migration objects for accounting. The following list provides tips to avoid
typical mistakes.
● The concepts of subledgers, valuation views, profit centers, and so on, aren’t clear to the user. Therefore,
the legacy data that they want to migrate is incomplete or not correct. In this case, data can’t be migrated
as it is.
Solution: The customer and the service adviser can compile comprehensive information on accounting
into SAP S/4HANA Cloud. The customer and the service adviser can clarify all unanswered questions. It
may be required to contact a public accountant.
● There’s unnecessary migration of open items that are of small amounts.
Solution: Reduce the number of open items before migration if possible.
● There isn't a clear cut-off date for the legacy data results and in an inconsistent set of data.
Solution: Extract all data for the same key date. For more information, see section cut-off date for data
migration.
● There are open items on tax accounts in the legacy system.
Solution: Tax must be reported before migration. You must choose a cut-off date accordingly.
● The sum of the general ledger account balance isn’t zero.
Solution: You have to verify the accuracy of the sum in the migration template. The service adviser and the
customer can analyze and clear inconsistencies together.
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● Subledger balances don’t correspond with the related balances in the general ledger.
Solution: You can verify the calculated sums in the migration templates using the calculating functions in a
Microsoft Excel.
 Note
Credit memos need to be subtracted.
The service adviser and the customer can analyze and clear inconsistencies together.
5.4
Last Activities Before Import to Production System
Running Trial Balance Report
Make sure that each balance on each G/L account in the production system is zero at the cut-off date. It would
be best if there are no entries at all in the general ledger.
Checking Balance Carryforward Accounts
Make sure that the balances of the balance carryforward accounts (Retained Earnings Accounts) in the
production system is zero before migration. If a balance isn’t zero, you can clear it manually by running a new
carryforward.
Checking Accounting Period for Migration
Check into which accounting periods migration must post the balances. Make sure that you set the key date via
the app Define Settings for Legacy Data Transfer for each company accordingly. The key date represents the
posting date for financial transactions. On the key date, the migration data for financial accounting is posted in
SAP S/4HANA Cloud target system.
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6
Subsequent Activities
6.1
Check Lists in SAP S/4HANA Cloud
In SAP S/4HANA Cloud, create evaluations for the individual objects and the lists from year-end closing. For
example, trial balance for G/L accounts, lists of open items payables and open items receivables, and an asset
history sheet. Manually compare the lists with those you created in the legacy system.
6.2
Set Posting Blocks
When you’re sure that your financial accounting data is complete and consistent for the relevant accounting
period, you must block the system for any further postings in that period. There can’t be any postings in the
migration period either by migration or by other processes.
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7
Appendix
7.1
Account Balance List of the Source System
Receivables
D
4000
Tax payable
D
2100
Payables
C
4000
GR-/IR- Clearing ac­
count
C
2800
C
7300
C
14100
Material (Inventory
stock accounts)
D
5000
Fixed Assets
D
1000
Bank 1 Main account
D
2000
Carryforward Ac­
count/Retained Earn­
ings
D
7.2
14100
Document History
Revision
Date
Change
1.0
2020-07-20
Document created.
1.1
2020-11-12
Purpose [page 4] updated.
1.2
2021-06-25
Restrictions [page 18] added.
1.3
2021-11-18
Check Key Date for Migration [page 17]
updated.
1.4
2022-01-26
Inventory Balance [page 11] updated.
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