Robert M. (Reese) Geigerman

Consumer Products Group Systems Integration Project Functional Specification – Interface/Conv Gap ID: MM-1_GAP_0018 Gap Type: Conversion Team: MM Sub – Team: Inventory Management Created by: Reese Geigerman Updated: 1/18/05 for OneCP Project – added fields for sales order stock Definition Interface/Conversion Title: Inventory Balance Conversion Gap Definition: Ability to extract inventory balances from source system and load to SAP Conversion Approach: Inventory balances will be extracted from the source system into an ASCII file format defined in the functional design document. Fields include Movement Type (561 if unrestricted inventory, 563 if quality inspection), Header Text (“INITIAL LOAD”), Plant, Storage Location, Material, Quantity, and Unit of Entry (in either base or alternate UOM). ONLY POSITIVE BALANCES WILL BE LOADED. All negative balances must be pre-filtered and corrected in the source system prior to upload to SAP. Also procedures to control inventory activity prior to load must be in place to ensure an accurate load. Associated Business Event: Cutover to new system. Business Unit(s): All Description: See below Mill(s) Impacted: All locations applicable to conversion. Mill Process Impacts: None General Requirements From System: Varies with conversion. To System: SAP 4.6 (Data will be loaded using LSMW) Transaction Volume: To be determined – only positive balances for each material / plant / storage location / stock type (unrestricted and quality hold) Frequency: Only initial load of balances for each location (or locations if several are loaded at once). Assumptions: Last Revised: 1/17/2020 2:06:00 PM Page 1 of 5 FS0132.DOC Consumer Products Group Systems Integration Project Functional Specification – Interface/Conv ONLY POSITIVE BALANCES WILL BE LOADED. Extract files will be in format defined below. All adjustments for inventory accuracy will be completed on source system prior to load. It will be necessary to ensure accuracy of the source input file by balancing to totals from the source system. Trigger/Event: Cutover date determined by management Process Dependencies: Material masters must be loaded prior to load Responsible Organization(s) Functional Contact: Reese Geigerman Phone #: - Legacy Contact: Varies with conversion Phone #: Process / File Owner: Varies with conversion Phone #: Design Process Logic Diagram: Process Logic Description of Interface: Inventory balances will be extracted by location from source system and segregated into unrestricted (normal) and quality inspection (restricted). All negative balances must be filtered and listed in a report for follow-up and adjustment prior to load. Regarding units of measure, the same mapping done for material master would apply to the inventory balance load. Note that either the base UOM or alternate UOM may be used. Uploading will be processed using the SAP Legacy System Migration Workbench (LSMW) utility. Inventory balance extraction must be in accordance with the conversion plan for each release. The conversion plan would include the basic steps: Week before cutover: 1. Control inventory activity prior to cutover by ramping down transfers, isolating and if possible writing off surplus and obsolete inventory. 2. If possible, a physical count of items on hand should be taken prior to conversion. Day before cutover (load date): 3. Extract from source system needs to be taken the day before cutover 4. Totals from the extract must be balanced to standard inventory balances on the source system. 5. After the extract is validated and reconciled, the file is sent to the SAP team for loading. 6. No more inventory activity will be processed on the source system or on SAP after the extract is finalized. 7. Balances are then zeroed out on the source system 8. Material balances are queried from SAP immediately before the load (should all be zero except for situations where SAP WM is in force prior to cutover). 9. Extract is loaded to SAP using LSMW program. Last Revised: 1/17/2020 2:06:00 PM Page 2 of 5 FS0132.DOC Consumer Products Group Systems Integration Project Functional Specification – Interface/Conv 10. Material balances are then queried from SAP immediately after the load and balanced back to source extract file; file sent to Finance Team for verification in RAM. Extract File Layout: The output file must be in ASCII format, either fixed length or comma delimited in the following format: SAP Field BKTXT SAP Data Type Length Description CHAR 25 Document header text BWART CHAR MATNR CHAR WERKS CHAR 4 Plant SAP plant number - 1000 series (for example, 1610 is Green Bay West). For in-transit items, this would be the Sending plant LGORT CHAR 4 Storage location SAP storage location – normally if unrestricted same as plant number (ex. 1610), quality hold would be a 9000 series (ex. 9610). Applies to normal and sales order stock. For vendor inventory, leave blank. ERFMG CHAR ERFME UNIT 3 Unit of entry Left justified, alpha-numeric -maps to standard SAP UOM's. SOBKZ CHAR 1 Special Stock Indicator Blank for inventory in plant; O (Capital letter O) for inventory at subcontractor vendor; E for sales order stock Conversion Format / Logic For in-plant stock: "Initial Load XXXXXXXXX", where XXXXXXXXX = name of location For in-transit items: “Initial Load IT to XXXX", where XXXX represents the receiving plant For stock at vendor: ”Initial Load – XXXXXXXXX”, where XXXXXXXXX is name of vendor 3 Movement type 561 if unrestricted (normal (inventory management) inventory); 563 if quality inspection 18 Material number 17 Quantity (Batch Input Field) Last Revised: 1/17/2020 2:06:00 PM Page 3 of 5 Left justified, alpha-numeric - – NO NEGATIVE BALANCES FS0132.DOC Consumer Products Group Systems Integration Project Functional Specification – Interface/Conv SAP Field LIFNR SAP Data Type Length Description CHAR 10 Vendor Number VBELN CHAR POSNR CHAR 10 Sales Order Number 6 Sales Order Line Item Number Conversion Format / Logic Blank for inventory in plant; for subcontractor vendor, enter SAP vendor number in format- (4 leading zeroes + 6 digit vendor number). Blank for inventory in plant; for sales order stock, enter SAP sales order number in format- (3 leading zeroes + 7 digit sales order number). Blank for inventory in plant; for sales order stock enter SAP sales order line item number in format 999990 (line numbers are generally in increments of ten, for example the first line item would be 000010). Development Complexity: Should be easy to medium depending on how balances are stored in source system. Comments: Last Revised: 1/17/2020 2:06:00 PM Page 4 of 5 FS0132.DOC Consumer Products Group Systems Integration Project Functional Specification – Interface/Conv Data Processing SAP Transaction/Manugistics Path: Authorization Parameters: Reporting: Error Handling Potential Errors: Negative balances are not allowed by SAP. The SAP unit of measure must be entered correctly. Plant and storage location numbers must be entered correctly. Materials must exist in SAP with full complement of views. Notification Procedures: Will be coordinated with business. Follow-up Open Issues? Issues: Raised by Issue Date needed Date Completed Resolved by Control Information Team Lead: John Simons Participants: Reese Geigerman Approved by: Last Revised: 1/17/2020 2:06:00 PM Page 5 of 5 FS0132.DOC