CV040 Supplier Migration Mapping

CV.040 Migration Data Mapping

Account Payables: Suppliers

CV.040 MIGRATION DATA MAPPING & REQUIREMENTS

Suppliers Migration Mapping

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Version: 1.0

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Walid Dacchache

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Contents

Document Control.............................................................................................2

Introduction.........................................................................................................4

Purpose..........................................................................................................4

Background...................................................................................................4

Assumptions.................................................................................................5

Scope & Requirements....................................................................................6

Primary information required for the Supplier Migration.......................8

Mapping between extract from Customer X 11.5.9 and Oracle ERP Tables..................................................................................................................10

Post Migration Tasks................................................................................11

Dependencies.............................................................................................12

Prerequisite Set-ups.................................................................................12

Test Conditions..........................................................................................13

Open and Closed Issues for this Deliverable...........................................14

Open Issues.................................................................................................14

Closed Issues..............................................................................................14




Introduction

Purpose

The migration requirement document will identify the requirements of the migration of Suppliers for Customer X Entertainment.

The Migration Data Mapping section describes the:

Data mapping between the 11.5.9 Supplier structure and the R12 supplier TCA model

Fields that will be populated for suppliers, supplier sites, supplier contacts and supplier attachments.

Background

This document deals with the Supplier migration and the mapping exercise between the 11.5.9 and R12 in order to load the supplier information into the R12 instance. Data from 11i would be extracted after Customer X has cleansed the data in 11i.The cleansed data from 11i would be migrated to R12 using Oracle Export/Import Utility. An extract program would be developed in 11i that would extract the relevant data and load it into 11i staging tables and using the Oracle Export/Import Utility we would migrate the 11i data to R12 staging tables. Data from the R12 staging tables will be validated as per the business rules. The validated data would be sent as an input to Standard R12 Vendor, Vendor Site, Vendor Contact and Bank API to create respective vendors, vendor sites, vendor contacts, banks, bank accounts and associate the bank account to the suppliers.

A section in this document will also discuss the mapping between extracted supplier information from 11.5.9 with Oracle standard table(s). This section will list all the supplier information that is required from a migration perspective for the load into R12.

Validations will be classified as mandatory and optional. If the mandatory validations fail, the entire supplier will be marked as ‘E’ for Error in the staging table and Failure of optional validations will be considered as ‘S’ for Success and will be created in Oracle.




Approximately 4000 active suppliers will be migrated, out of which approximately 3750 are regular suppliers (including Artists, Professional, Subcontractor, Vendor, Manufacturing) and 250 are employees. Currently in 11i Employees are created as standard suppliers with “Employee” classifications and “Employees” paygroup, this will be corrected in R12 where Employee Supplier will be of Supplier Type “Employee” and their paygroup will be mapped based on the new paygroup by operating unit and check book.

The supplier data cleansing is the responsibility of Customer X with Fadel providing any necessary guidance.

The supplier number in R12 will be system generated numbers. For any suppliers in 11i that have alphanumeric supplier numbers, they should be assigned a new number. For 11i suppliers that have numbers, their original numbers should be maintained. Original supplier numbers will be stored as reference number in R12 to establish a cross reference between the suppliers in two systems. Original supplier ids should be maintained in order to not break any links to external systems.

All attachments must be migrated with the suppliers.

Below is the approach to create supplier site in R12 due to merging of Operating Unit

1)Check for the company code in the liability account of the supplier site.

For Eg:-

a) If the supplier site belongs to 'MREG' OU with 2110-Company Code it will be moved to the new OU i.e 'Publishing' with Company code as 2010-222

b) If the supplier site belongs to 'MREG' OU with 2112-Company Code it will be moved to the new OU i.e 'DIMG(Online)'with the Company Code as 4010-303

2)Also for suppliers who have same Site code defined in different OU's in 11i, we shall create both the sites in R12 one having the site code appended with '-1' and also making it inactive.




We are doing this because R12 doesnt support sites having same site codes for the different supplier sites in different OU's for the same vendor.

Assumptions

Supplier cleanup will occur prior to migration. This includes extracting information from the current 11.5.9 instances and mapping it in terms of the R12 TCA architecture.

Only active suppliers during the time of the final migration will be considered. Inactive and history information will not be considered.

Supplier Numbering in R12 will differ from existing supplier numbers in 11i.

Supplier attachments will be in scope for this migration.

Tax codes set up in 11i will be mapped to corresponding tax classification codes in R12.




Scope & Requirements

Scope

1. Supplier header data will be assumed to have at least one Supplier site. If NOT the Supplier record will be rejected.

2. Supplier contacts are considered optional. If the contacts exist, they will be migrated.

3. Supplier attachments will be considered within the scope of migration.

4. Bank Accounts associated with Suppliers will be migrated.

5. Supplier header will be combined where possible whereas supplier sites will be created in the correct operating unit.

6. Paygroups will be cleansed as part of this exercise.

7. DFF’s stored at the header level will be migrated

Requirements

1. The values for the following data elements need to be defined prior to the Supplier load:

a. Payment Terms

b. Payment Method

c. Ship To Location / Bill To Location

d. Ship Via

e. FOB

f. Freight Terms

g. Withholding tax codes




h. Paygroups

i. Employee migration

j. Setup of supplier header DFF

2. The defaulting logic for some of the data elements is unknown at the time of preparation of this document. However, this needs to be discussed and documented in this document as a revision prior to the migration process. For example, Payment Method lookup code will be used from the extracted data. If no payment method is provided, a default value will be used. Value of the default will be confirmed once the setup is completed for AP.

3. The migration code will be written to retain the same Vendor Id and Vendor Site Id as in 11i

4. Organization Mapping between 11.5.9 and R12: Prior to the Migration, the mapping between the Organizations, specifically the Operating Units should be defined. The following table shows the structure of the mapping table that will be created in the R12 database to store the mapping information between 11.5.9 and R12 and will be the source of information for Migrations and Interfaces. The structure for the mapping table would like this:

No.

Organization Classification 11.5.9 Region Instance

11.5.9 Organization Name

R12 Oraganization Name

1 Operating Unit US TBD TBD

5. The custom migration code should perform required validations like duplicate supplier names, payment methods, payment terms and display validation failures, if any.

Reconciliation

a. A custom report that gives the results of validation failures with success/failure counts and reasons for failures will be retrieved from the custom error table.







Primary information required for the Supplier Migration

This section provides information on the data elements that is required for loading the supplier information into the R12 database.

SUPPLIER HEADER DATA ELEMENTS:

Information Data Type Maximum Oracle Length Allowed

Supplier Name Alphanumeric 240

Vendor Id Number

Invoice Currency Code Alphanumeric 15

Supplier URL Alphanumeric 240

Summary Flag Alphanumeric 1

Enabled Flag Alphanumeric 1

Vendor Type Lookup Code

Alphanumeric 1

Ship to Location Code Alphanumeric 60

Bill to Location Code Alphanumeric 60

Terms Name Alphanumeric 50

Pay group Lookup Code Alphanumeric 25

Invoice Currency Code Alphanumeric 15

Payment Currency Code Alphanumeric 15

Hold Flag Alphanumeric 1

Num 1099 Alphanumeric 30

Vat Registration Number Alphanumeric 15

Vat Code Alphanumeric 1




SUPPLIER SITE DATA ELEMENTS:


Supplier Site Name Alphanumeric 15

Vendor Site Id Number 15

Address - Line 1 Alphanumeric 240

Address - Line 2 Alphanumeric 240

City Alphanumeric 25

State Alphanumeric 150

Zip Alphanumeric 20

Country Alphanumeric 25

Purchasing Site Flag Alphanumeric 1

Email Address Alphanumeric 2000

Bank Name Alphanumeric 80

Bank Num Alphanumeric 25

Bank Branch Name Alphanumeric 25

Bank Branch Number Alphanumeric 30

Bank Branch Type Alphanumeric 25

Bank Account Name Alphanumeric 80

Bank Account Num Alphanumeric 30

Bank Account Type Alphanumeric 25

Bank Check Digits Alphanumeric 30

Bank Account Currency Code

Alphanumeric 15

Ship to Location Alphanumeric 30

Bill to Location Alphanumeric 30

Ship Via Alphanumeric 25




FOB Alphanumeric 25

D-U-N-S Number Alphanumeric 30

Freight Terms Alphanumeric 25

Invoice Amount Limit Number 15

Hold All Payments Flag Alphanumeric 1

Auto Tax Calc Flag Alphanumeric 1

Invoice Matching Option Alphanumeric 25

Invoice Currency Alphanumeric 15

Payment Currency Alphanumeric 15

Pay Group Alphanumeric 25

Payment Terms Alphanumeric 25

Supplier Site Liability Account

Number 25

Supplier Site Prepayment Account

Number 25

SUPPLIER CONTACT DATA ELEMENTS


First Name Alphanumeric 15

Last Name Alphanumeric 20

Supplier Contact Id Number 15

Supplier Contact Job Title Alphanumeric 30

Alternate First Name Alphanumeric 15

Alternate Last Name Alphanumeric 20

Area Code for phone number

Alphanumeric 10

Phone Alphanumeric 15




Area Code for Fax Number

Alphanumeric 15

Fax number Alphanumeric 15

Email Address Alphanumeric 2000




Mapping between extract from Customer X 11.5.9 and Oracle ERP Tables

This section is a mapping exercise to map extracts from the 11.5.9 supplier architecture to Oracle Standard in R12. There are 3 standard Oracle ERP Tables for Supplier migration:

AP_SUPPLIERS

AP_SUPPLIER_SITES

AP_SUPPLIER_CONTACTS

When mapping the 11.5.9 field to Oracle ERP tables, the extension of <tablename.fieldname> will be used for ease of understanding.

The following table’s lists all the mandatory columns required in R12 and their equivalent mapping column in 11.5.9.

SUPPLIER HEADER MAPPING:

11i Columns

R12 Base Tables Mapping

PO_VENDORS.VENDOR_ID AP_SUPPLIERS.VENDOR_ID

PO_VENDORS. VENDOR_NAME AP_SUPPLIERS.VENDOR_NAME

PO_VENDORS. NUM_1099 AP_SUPPLIERS.NUM_1099

PO_VENDORS. SUMMARY_FLAG AP_SUPPLIERS.SUMMARY_FLAG

PO_VENDORS. ENABLED_FLAG AP_SUPPLIERS. ENABLED_FLAG

PO_VENDORS.VENDOR_TYPE_LOOKUP_CODE AP_SUPPLIERS. VENDOR_LOOKUP_CODE

PO_VENDORS.ENABLED_FLAG AP_SUPPLIERS.ENABLED_FLAG

PO_VENDORS.SHIP_TO_LOCATION_CODE AP_SUPPLIERS.SHIP_TO_LOCATION_CODE

PO_VENDORS.BILL_TO_LOCATION_CODE AP_SUPPLIERS.BILL_TO_LOCATION_CODE

PO_VENDORS.TERMS_NAME AP_SUPPLIERS.TERMS_NAME

PO_VENDORS.PAY_GROUP_LOOKUP_CODE AP_SUPPLIERS.PAY_GROUP_LOOKUP_CODE

PO_VENDORS.INVOICE_CURRENCY_CODE AP_SUPPLIERS.INVOICE_CURRENCY_CODE




PO_VENDORS.PAYMENT_CURRENCY_CODE AP_SUPPLIERS.PAYMENT_CURRENCY_CODE

PO_VENDORS.HOLD_FLAG AP_SUPPLIERS.HOLD_FLAG

PO_VENDORS.NUM_1099 AP_SUPPLIERS.NUM_1099

PO_VENDORS.VAT_REGISTRATION_NUM AP_SUPPLIERS.VAT_REGISTRATION_NUM

PO_VENDORS.VAT_CODE AP_SUPPLIERS.VAT_CODE

SUPPLIER HEADER DFF MAPPING

The DFF at the Supplier header level is Deal Party Type

11i Columns R12 Columns

PO_VENDORS.ATTRIBUTE_CATEGORY AP_SUPPLIERS.ATTRIBUTE_CATEGORY

PO_VENDORS.ATTRIBUTE9 AP_SUPPLIERS.ATTRIBUTE9



SUPPLIER SITE MAPPING:

11i Columns




R12 Base Tables Mapping

PO_VENDORS.VENDOR_ID AP_SUPPLIERS.VENDOR_ID

PO_VENDORS. VENDOR_NAME AP_SUPPLIERS.VENDOR_NAME

PO_VENDORS. NUM_1099 AP_SUPPLIERS.NUM_1099

PO_VENDORS. SUMMARY_FLAG AP_SUPPLIERS.SUMMARY_FLAG

PO_VENDORS. ENABLED_FLAG AP_SUPPLIERS. ENABLED_FLAG

PO_VENDORS.VENDOR_TYPE_LOOKUP_CODE AP_SUPPLIERS. VENDOR_LOOKUP_CODE

PO_VENDORS.ENABLED_FLAG AP_SUPPLIERS.ENABLED_FLAG

PO_VENDORS.SHIP_TO_LOCATION_CODE AP_SUPPLIERS.SHIP_TO_LOCATION_CODE

PO_VENDORS.BILL_TO_LOCATION_CODE AP_SUPPLIERS.BILL_TO_LOCATION_CODE

PO_VENDORS.TERMS_NAME AP_SUPPLIERS.TERMS_NAME

PO_VENDORS.PAY_GROUP_LOOKUP_CODE AP_SUPPLIERS.PAY_GROUP_LOOKUP_CODE

PO_VENDORS.INVOICE_CURRENCY_CODE AP_SUPPLIERS.INVOICE_CURRENCY_CODE

PO_VENDORS.PAYMENT_CURRENCY_CODE AP_SUPPLIERS.PAYMENT_CURRENCY_CODE

PO_VENDORS.HOLD_FLAG AP_SUPPLIERS.HOLD_FLAG

PO_VENDORS.NUM_1099 AP_SUPPLIERS.NUM_1099

PO_VENDORS.VAT_REGISTRATION_NUM AP_SUPPLIERS.VAT_REGISTRATION_NUM

PO_VENDORS.VAT_CODE AP_SUPPLIERS.VAT_CODE

AP_BANK_BRANCHES.BANK_NAME HZ_PARTIES.BANK_NAME

AP_BANK_BRANCHES.BANK_NUMBER HZ_PARTIES.BANK_NUMBER

AP_BANK_BRANCHES.BRANCH_NAME HZ_PARTIES.BRANCH_NAME

AP_BANK_BRANCHES.BANK_NUM HZ_PARTIES.BANK_NUM

AP_BANK_ACCOUNTS_ALL.BANK_ACCOUNT_NAME IBY_EXT_BANK_ACCOUNTS.BANK_ACCOUNT_NAME

AP_BANK_ACCOUNTS_ALL.BANK_ACCOUNT_NUM IBY_EXT_BANK_ACCOUNTS.BANK_ACCOUNT_NUM

AP_BANK_ACCOUNTS_ALL.CURRENCY_CODE IBY_EXT_BANK_ACCOUNTS.CURRENCY_CODE

SUPPLIER CONTACT MAPPING:

11.5.9 Columns R12 Interface Tables Mapping

PO_VENDOR_CONTACTS. AP_SUP_SITE_CONTACT_INT.LAST_NAME




LAST_NAME

PO_VENDOR_CONTACTS. FIRST_NAME

AP_SUP_SITE_CONTACT_INT.FIRST_NAME

PO_VENDOR_CONTACTS. MIDDLE_INITIAL AP_SUP_SITE_CONTACT_INT.MIDDLE_INITIAL

PO_VENDOR_CONTACTS. AREA_CODE AP_SUP_SITE_CONTACT_INT.AREA_CODE

PO_VENDOR_CONTACTS. PHONE AP_SUP_SITE_CONTACT_INT.PHONE

PO_VENDOR_CONTACTS. EMAIL_ADDRESS AP_SUP_SITE_CONTACT_INT.EMAIL_ADDRESS

PO_VENDOR_CONTACTS. FAX AP_SUP_SITE_CONTACT_INT.FAX

Post Migration Tasks

Identify if there are suppliers that appear to be duplicate suppliers with different spellings and merge them accordingly.

Any additional information needs to be entered for a supplier that was not available at the time of the migration.

Dependencies

o Supplier needs to be created first before the Supplier site information can be loaded.

o Supplier Site information need to be loaded before the supplier contact information can be loaded.

o The associated PO and AP setups need to be complete prior to loading the supplier information.

o Lookups values for data elements such as Payment Terms, Payment Method, Ship To Location / Bill To Location, Ship Via, FOB, Freight Terms should be loaded before loading the supplier information.




Prerequisite Set-ups

Set-ups required for the migration effort. These set-ups would have to be done in the instance. These setups include, but are not limited to:

Profile Options

Accounts Payables/Purchasing Profile Options need to be defined that may have an impact on the Supplier creation process

Organizations and Parameters

Customer X Organization structure and associated Operating Units should be configured and setup.

Financial Options for Each Operating Unit should also be configured.

Bill To / Ship To Locations

‘Bill To’ / ‘Ship To’ should be defined before supplier migration

Withholding Tax Codes

Withholding tax codes should be setup before supplier migration

Tax Classification Codes

Tax classification codes should be set up in R12 for corresponding tax codes in 11i.

Test Conditions

o All supplier migration records would be available visible in the R12 Supplier Web page.

o Supplier and sites should be transactable in AP Invoices.

o All destination attributes must map to source attributes, as in the attribute mapping as provided above in the mapping matrix.



Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date

Impact Date

1 Finalization of the Organization Mapping strcuture between 11.5.9 and R12 need to be complete

The Organization mapping is a prerequisite for the Supplier Migration process and need to be designed and finalized.

Customer X Team

2. Paygroup rationalization to be provided to the technical team

Customer X Team

Closed Issues

ID Issue Resolution Responsibility Target Date

Impact Date




Documents

CV040 Supplier Migration Mapping