R12 / HFM Project

CV.040 Conversion Program Designs

AP Banks and Branches
Author:
Creation Date:
Last Updated:
Version:
Status:

Raj Ashar
1/11/2012
1/11/2012
0.1
Draft

2. Document Control

Document Control
Version
0.1

Final /
Draft
Draft

Release Date

Author

Change Area

Padmaja Moppaneni

Change Detail
First draft - new document

Distribution Record
Distribution Date

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Status

Version Number

Distributed to

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2. Document Control

Notes

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3. Index
Section
1.0
2.0
3.0
4.0
4.1
5.0
6.0
7.0

Worksheet
Cover Page
Document Control
Index
Definition
PO Headers
Mapping Rules
Test Cases
Open and Closed Issues

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Description
Document Cover Page
Version Control / Distribution Control
Index / Document Contents
Object Definition / Scope / Migration Processing / Steps / Account / Reconciliation
Data definition / mapping for PO Headers
Data Conversion / Transformation Rules & Mappings
Test Cases for Migration Objects
Open and Closed Issues

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4. Definition
This section defines the overall scope of the data migration, including the data extraction
criteria, the migration process and sequence, the pre and post migration steps, the
accounting process/rules and the audit & reconciliation process.

Data Scope
The Data Scope section defines the specific data extraction and load scope for the data
objects covered by this document. Both high-level and detailed scope requirements will be
documented here.
The first sub-section defines the overall scope, which is common for all of the objects.
The second sub-section defines any object specific scope
Common (for all objects)
1
All active banks and braches will be loaded
2
3
4
5
6

Specific
Category
Banks

Object

Data Scope

Detailed Definition

Braches

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4. Definition

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4. Definition
Migration Process
The Migration Process Scope section describes the overall process for the migration of the data objects defined within this document. It
contains the following sub-sections:
Migration Processing - describes the overall migration and transition process
Pre-Migration Steps - defines any business process, application specific or technical steps that must take place prior to migration
Object Sequence
- specifies the sequence in which the data objects must be loaded, plus any eternal dependencies
Post-Migration Steps - defines any business process, application specific or technical steps that must take place following migration

Migration Processing
Mass cancel. Split between PTS and non PTS POs
For PTS: Mass cancel unmatched POs older than 1 month. FSSC to manually close partially match POs
Non PTS: Mass cancel unmatched POs older than 13 months. Buyers to review and close partially and unmatched < 13 months old.
All approved Requisitions to be turned into POs (buyer action)

Step #
1
2
3

Step #
1
2
3

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Pre Migration Steps

Action to be Performed
Confirm all PO related steps are complete - Purchase Options / Buyers / FOB Codes / Freight Terms / Line Types
Ensure Supplier / Supplier Site / Payments Terms are set from Payables
Switch off auto PO numbering in application

Object
PO Headers
PO Lines
PO Shipments

Migration Sequence by Object

Cross Module Dependency
Suppliers
HR Locations
Buyers
Payment Terms
Freight Terms
FOB Codes
Line Types
7
Items
Categories
HR Organisations

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4. Definition
4

Step #
1

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PO Distributions

Post Migration Steps

Action to be Performed
Set start number for PO generation numbering for go-live in application

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4. Definition
Accounting
The Accounting section defines the process for how any accounting entries are to be generated as part of the load. It also specifies how the
impact of this accounting on the GL balances will be handled (for example, where the generated accounting impacts the GL balances and
the equivalent GL lines are also being migrated, then there would be 'double counting').
Accounting Rules
Duplicate accounting entries between those generated as part of this migration and those migrated as part of the GL balances will be
reversed. This will be performed as follows:
1. .....................etc.

Reconciliation
The reconciliation section defines the process for reconciling the data loaded between the results of the data load and the source data. This
includes ensuring that all accounting reconciles (including GL impacts) and any auditing requirements have been defined and satisfied. The
reconciliation requirements defined in this section will be used as part of the overall signoff of the migration
Ref #
1
2
3
4
5
Object

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Description
Audit reports will be generated showing a summary of the whole migration process
Record count would be used to perform end to end recon for all data migration functions.
Spot checks will be performed on ..................
Data comparison between the two systems using the staging tables generated as part of the migration process
etc....
Additional Object Level Reconciliation.

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4. Definition
PO Header
PO Lines
PO
Shipments
PO
Distributions

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Following reports can be run for reconciliation:

1.
Purchase Price Variance report
2.
Invoice Price Variance Account
3.
AP Accrual Account
4.
AP and PO Accrual Reconciliation Report
5.
Miscellaneous Accrual Reconciliation Report
6.
Summary Accrual Reconciliation Report

10

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4. Definition

Rule(s)

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Volume(s)

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4.1 Banks

The purpose of this section is to document the detailed mapping for a data object from the source data element to the target. For each data element, it includes a list of all fields th
from the source system.
For each element, the details provide are:
- Source Field Name - Field name from the source system (e.g. the 11i field name)
- R12 Field Name
- Name of the R12 field name
- Required
- Specifies whether the load process requires this field as mandatory (i.e. if an API may have a requirement that the field is populated)
- Conversion Logic - Is any data transformation required from source field value to R12? If yes then the mapping logic is then detailed on the Mapping Rules tab
- Ref. Data Column - Identifies whether a field is part of a lookup
- Length & Type
- The length and type of the R12 field
- Description
- Description of the R12 field and its purpose
- Lookup Type / Name - The name of the lookup
- Default Value
- If any, the default value which needs to be passed for this field
- Required for Migration - As part of the R12 solution design, this flag identifies whether this field is required to be migrated. Blank assumes that it is required
- Additional Notes

Overview
This will be used to create header information for the PDOI (Purchase Order Document Open Interface) program to create standard purchase orders and catalog quotations.The P
data, derives or defaults additional information and writes an error message for every validation that fails into the PO_INTERFACE_ERRORS table. Asssumptions are that the follo
PDOI run to create Purchase Order Documents - Master Data for Suppliers , GL Accounting Setup , HR employee names are setup for buyer and requestor data and PO setup iss
Item Categories, Category Sets , Unit of Measure and any Shipping/Classififcation elements required.e.g. Hazard Classes, Approval Groups and Approval Assignments.

Ref

Source
Field Name

R12 Data Specification

R12 Field Name

Required

Conversion
Logic

Ref. Data
Column

Length &
Type

Country

Mandatory

Number

Bank Name

Mandatory

Char 25

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4.1 Banks

Ref

Source
Field Name

R12 Data Specification

R12 Field Name

Required

Conversion
Logic

Ref. Data
Column

Length &
Type

Alternate Bank Name Optional

Yes

Char 240

Short Bank Name

Optional

Yes

Char 30

Banck Number

Optional

Char 20

6
7

Decription
Taxpayer ID

Optional
Optional

Number
Date

8
9

Tax Registration
Optional
Number
XML Messages Email Optional

10

Inctive Date

Optional

Date

11

Context Value

Optional

Number

12

Country

Manadatory

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Yes

Char 80

Yes

Char 30

Yes

24

Char 240

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4.1 Banks

Ref

Source
Field Name

R12 Data Specification

R12 Field Name

Required

Conversion
Logic

Ref. Data
Column

Length &
Type

13

Address Value

Mandatory

14

City

Mandatory

Yes

Char 240

15
16
17
18

County
State
Postal Code
Addresse

Mandatory
Mandatory
Mandatory
Optional

Yes
Yes
Yes
Yes

Char 30
Char 15
Char 15
Char 240

19
20

Status
Geography Code
Override

Optional
Optional

Yes
Yes

Char 60
Char 60

21

Context Value

Optional

Yes

Char 50

22

Prefix

Optional

Yes

Char 25

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Char 30

25

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4.1 Banks

Ref

Source
Field Name

R12 Data Specification

R12 Field Name

Required

Conversion
Logic

Ref. Data
Column

Length &
Type

23

First Name

Manadatory

24

Middle Name

Optional

25

Last Name

Mandatory

Char 25

26

Suffix

Optional

Date

27

Job Title Code

Optional

Date

28
29
30
31
32

Optional
Optional
Optional
Optional
Optional

Number
Char 480
Char 480
Char 240
Number

33

Job Title
Name Initials
Previous Last Name
Alias
Full Name
Pronunciation
Contact Number

Optional

Number

34

Department

Optional

Date

35

Department Code

Optional

Date

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Char 25

Yes

26

Char 25

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4.1 Banks

Ref

Source
Field Name

R12 Data Specification

R12 Field Name

Required

36

Start Date

Mandatory

37
38
39

End Date
Comments
Context Value

Optional
Optional
Optional

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Conversion
Logic
Yes

Ref. Data
Column
Yes

Length &
Type
Char 1

Number
Char 25
Char 15

27

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4.1 Banks

o the target. For each data element, it includes a list of all fields that will be migrated into R12

e a requirement that the field is populated)

ng logic is then detailed on the Mapping Rules tab

e migrated. Blank assumes that it is required

to create standard purchase orders and catalog quotations.The PDOI program validates your
PO_INTERFACE_ERRORS table. Asssumptions are that the following are in place before a
e names are setup for buyer and requestor data and PO setup issues are in place - Line Type,
Classes, Approval Groups and Approval Assignments.

R12 Data Specification

Description

Country is
It Identifies whether we are adding the line or
creating a New PO

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Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

If populated then a numeric

value required
Values are ORIGINAL
ORIGINAL,UPDATE,REP
LACE. Use Original if it is
the first time submission for
the document. Use 'Original'
for Standard PO's

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4.1 Banks
R12 Data Specification
Description

It must be a Valid Entry in the reference data for

Operating Unit Name.
It must be a valid Entry in the reference data for
document type code.Document type to be
created:I.e PO (Standard, Blanket or Contract)

Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

Must be as per reference

data Operating Unit
POXMUB_DOCUMENT_TY PO
PE'

Po Number as provided. must be new unique

numbers/letters
Release unique identifier
Release Date.If value exists, Enter Date in DDMON-YYYY format
must be a valid Entry in the reference data for
Must be per reference data
Currency code.
CURRENCIES
If used it must be a valid Entry in the reference data Must be as per reference
for Rate type; Rate Type is not required if the
data Rate Type
transaction currency is GBP. (Spot is as at date,
corporate is predefined and User is user defined)

numeric or alpha numeric up to 20

characcters
numeric value required if Blanket Release

GBP

If value exists, Enter Date in DD-MON-YYYY

format; Rate date is not required if the transaction
currency is GBP
Exchange Rate is not required if the transaction
GL_DAILY_RATES
currency is GBP
Employee Name of person who requested goods or
services. It Must be a Valid Entry in the reference
data.Can also be a default Migration Buyer for the
migration when can be end dated at close of
migration.

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R12 valid employee name can be provided

that is also a recognised buyer which can be
Validated against the employee migrated.

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4.1 Banks
R12 Data Specification
Description

Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

Buyer unique identifier; will be used to identify the

unique buyer name, It is required whenever data
files contains duplicate names.

R12 valid employee number needs to be

provided that is also a recognised buyer this
can then be linked to agent id in table
PO_AGENT. Please note that we need to
either have a default migration buyert setup
in place OR have relevant buyers as
associated with theose PO's setup and
provided accordingly if tie back is required to
approval limits etc

Source Vendor Name

Must match with the Supplier data file

records

Source Vendor number

Source Vendor Site Code.
Source Vendor Site Number
It Must be a Valid Entry in the reference data for
Supplier contact name
Status is Active or Inactive
It Must be a Valid Entry in the reference data for
Bill-to location code.

must be unique for a given Supplier

must be unique for a given Supplier

Must be per reference data

BILL-TO/SHIP-TO Locations
HR_LOCATIONS

It must be a Valid entry in the reference data for

Payment terms eg 30 Days net

Must be as per reference

data Term Name AP_TERMS_tl

If Used It Must be a Valid Entry in the reference

data for Freight carrier

Must be as per reference

data Freight Carrier

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These need to be setup in Oracle with a

code and meaning along with other required
details which will be stored in HZ tables ( eg
code FedEX , Meaning : Federal Express)

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4.1 Banks
R12 Data Specification
Description

Type of free-on-board terms for the document.No

codes provided by Oracle PO.but you can define
your own. This code is printed on your purchase
orders

Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

Must be as per reference

data FOB

If used it must be a valid Entry in the reference data Must be as per reference
for Freight terms in order to derive the lookup code. data Freight Terms
(fnd_lookup_values =
'FREIGHT TERMS')
Approval status

Must be as per reference

data PO Approval Codes

It is assumed that the PO's will be imported

as APPROVED

Approval Date, If value exists, Enter Date in DDMON-YYYY format

Revised Date, If value exists, Enter Date in DDMON-YYYY format
Document revision number
Note to supplier
Note to receiver
Comments
Amount agreed for the planned or blanket purchase
order
Minimum amount that can be released against a
blanket or planned purchase order
Date document becomes effective, If value exists,
Enter Date in DD-MON-YYYY format. Used to
locate the old price/sales catalog. Used for Blanket
PO's.
Date document expires, If value exists, Enter Date
in DD-MON-YYYY format.Used for Blanket PO's.

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4.1 Banks
R12 Data Specification
Description

Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

Global Agreement flag - (identifies if BPA can be

Must be Y, N or Blank
assigned to other operating units) future
release,Values "Y" or "N", If Used It Must be a Valid
Entry in the reference data.
Cpa Reference
Close status
Gl encumbered period name

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Need to confirm

Open

32

Need to be reviewed
Default will be Open

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4.2 Branches

The purpose of this section is to document the detailed mapping for a data object from the source data element to the target. For each data element, it includes a list of all fields th
migrated into R12 from the source system.
For each element,

Overview
This will be used to create header information for the PDOI (Purchase Order Document Open Interface) program to create standard purchase orders and catalog quotations.The P
validates your data, derives or defaults additional information and wri

Ref

Source
Field Name

R12 Field Name

Required

Conversion Ref. Data

Logic
Column

R12 Data Specification

Description

Length &
Type

Branch Name

Mandatory

Number

Country is

Alternate Branch
Name

Optional

Char 25

It Identifies whether we are adding the line or

creating a New PO

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4.2 Branches

Ref

Source
Field Name

R12 Field Name

Required

Conversion Ref. Data

Logic
Column

Length &
Type

R12 Data Specification

Description

Optional

Yes

Char 240

Routing Transit
Number
BIC

Optional

Yes

Char 30

Bank Code

Optional

Char 20

6
7

Branch Type
EDI Location

Mandatory
Optional

Number
Date

EFT Number

Optional

Yes

Char 80

Description

Optional

Yes

Char 30

10

RFC Identifier

Optional

Date

If value exists, Enter Date in DD-MON-YYYY

format; Rate date is not required if the transaction
currency is GBP

11

Inactive Date

Optional

Number

12

Context Value

Optional

Exchange Rate is not required if the transaction

currency is GBP
Employee Name of person who requested goods or
services. It Must be a Valid Entry in the reference
data.Can also be a default Migration Buyer for the
migration when can be end dated at close of
migration.

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Yes

34

Char 240

It must be a Valid Entry in the reference data for

Operating Unit Name.
It must be a valid Entry in the reference data for
document type code.Document type to be
created:I.e PO (Standard, Blanket or Contract)
Po Number as provided. must be new unique
numbers/letters
Release unique identifier
Release Date.If value exists, Enter Date in DDMON-YYYY format
must be a valid Entry in the reference data for
Currency code.
If used it must be a valid Entry in the reference data
for Rate type; Rate Type is not required if the
transaction currency is GBP. (Spot is as at date,
corporate is predefined and User is user defined)

34

4.2 Branches

Ref

Source
Field Name

R12 Field Name

Required

13

Country

Mandatory

14

Address Line 1

Mandatory

15
16

City

Conversion Ref. Data

Logic
Column

Length &
Type

R12 Data Specification

Description

Char 30

Buyer unique identifier; will be used to identify the

unique buyer name, It is required whenever data
files contains duplicate names.

Yes

Char 240

Source Vendor Name

Mandatory
Mandatory

Yes
Yes

Char 30
Char 15

Source Vendor number

Source Vendor Site Code.
Source Vendor Site Number
It Must be a Valid Entry in the reference data for
Supplier contact name
It Must be a Valid Entry in the reference data for
Ship-to location code.

17
18

County
State
Postal Code

Mandatory
Mandatory

Yes
Yes

Char 15
Char 240

19

Addressee

Optional

Yes

Char 60

20

Status

Optional

Yes

Char 60

It Must be a Valid Entry in the reference data for

Bill-to location code.

21

Identifying Address

Optional

Yes

Char 50

It must be a Valid entry in the reference data for

Payment terms eg 30 Days net

22

Geography Code
Override

Optional

Yes

Char 25

If Used It Must be a Valid Entry in the reference

data for Freight carrier

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4.2 Branches

Ref

Source
Field Name

R12 Field Name

Required

23

Context Value

Optional

24

Prefix

Optional

25

First Name

26

Conversion Ref. Data

Logic
Column

R12 Data Specification

Description

Length &
Type
Char 25

Type of free-on-board terms for the document.No

codes provided by Oracle PO.but you can define
your own. This code is printed on your purchase
orders

Char 25

If used it must be a valid Entry in the reference data

for Freight terms in order to derive the lookup code.

Manadatory

Char 25

Approval status

Middle Name

Optional

Date

27

Last Name

Mandatory

Date

28
29
30
31
32

Suffix
Job Title Code
Job Title
Name Initials
Previous Last Name

Optional
Optional
Optional
Optional
Optional

Number
Char 480
Char 480
Char 240
Number

33

Alias

Optional

Number

34

Full Name
Pronunciation

Optional

Date

Approval Date, If value exists, Enter Date in DDMON-YYYY format

Revised Date, If value exists, Enter Date in DDMON-YYYY format
Document revision number
Note to supplier
Note to receiver
Comments
Amount agreed for the planned or blanket purchase
order
Minimum amount that can be released against a
blanket or planned purchase order
Date document becomes effective, If value exists,
Enter Date in DD-MON-YYYY format. Used to
locate the old price/sales catalog. Used for Blanket
PO's.

35

Contact Number

Optional

Date

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Yes

36

Date document expires, If value exists, Enter Date

in DD-MON-YYYY format.Used for Blanket PO's.

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4.2 Branches

Ref

Source
Field Name

R12 Field Name

Required

36

Department

Optional

37
38
39

Department Code
Start Date
End Date

Optional
Mandatory
Optional

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Conversion Ref. Data

Logic
Column
Yes

Yes

37

Length &
Type

R12 Data Specification

Description

Char 1

Global Agreement flag - (identifies if BPA can be

assigned to other operating units) future
release,Values "Y" or "N", If Used It Must be a Valid
Entry in the reference data.

Number
Char 25
Char 15

Cpa Reference
Close status
Gl encumbered period name

37

4.2 Branches

ncludes a list of all fields that will be

d catalog quotations.The PDOI program

Specification
Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

If populated then a numeric

value required
Values are ORIGINAL
ORIGINAL,UPDATE,REP
LACE. Use Original if it is
the first time submission for
the document. Use 'Original'
for Standard PO's

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4.2 Branches

Specification
Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

Must be as per reference

data Operating Unit
POXMUB_DOCUMENT_TY PO
PE'
numeric or alpha numeric up to 20
characcters
numeric value required if Blanket Release

Must be per reference data

CURRENCIES
Must be as per reference
data Rate Type

GBP

GL_DAILY_RATES
R12 valid employee name can be provided
that is also a recognised buyer which can be
Validated against the employee migrated.

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4.2 Branches

Specification
Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

R12 valid employee number needs to be

provided that is also a recognised buyer this
can then be linked to agent id in table
PO_AGENT. Please note that we need to
either have a default migration buyert setup
in place OR have relevant buyers as
associated w
Must match with the Supplier data file
records
must be unique for a given Supplier
must be unique for a given Supplier

Must be per reference data

BILL-TO/SHIP-TO Locations
- HR_LOCATIONS
Must be per reference data
BILL-TO/SHIP-TO Locations
HR_LOCATIONS
Must be as per reference
data Term Name AP_TERMS_tl
Must be as per reference
data Freight Carrier

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These need to be setup in Oracle with a

code and meaning along with other required
details which will be stored in HZ tables ( eg
code FedEX , Meaning : Federal Express)

40

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4.2 Branches

Specification
Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

Must be as per reference

data FOB

Must be as per reference

data Freight Terms
(fnd_lookup_values =
'FREIGHT TERMS')
Must be as per reference
data PO Approval Codes

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It is assumed that the PO's will be imported

as APPROVED

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4.2 Branches

Specification
Lookup Type / Name

Default Value

Required for
Migration?

Addtional Notes

Must be Y, N or Blank

Need to confirm

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Open

Need to be reviewed
Default will be Open

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5. Mapping Rules
This page defines the conversion logic for deriving the R12 field values from the source values. The rules can consist of simple 'match and replace' (e.g. The
value 'YES' in 11i becomes 'Y' in R12), to a full decision table.
For each rule, the following is defined:
- Source Value - The value which exists in the source system and needs to be transformed
- R12 Value
- The value to which the source value needs to be transformed to
- Meaning
- Certain lookups in Oracle are given codes, so this field will give a description of what the code actually means
- Rule Notes

Global Agreement Flag

Oracle 11i
System Value
Yes
No

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Oracle R12 Values

R12 Value
Y
N

Meaning

Rule Notes

Yes
No

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5. Mapping Rules

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Return to Index

The following are the high level functional test cases required to validate that the functionality for the data object being migr
ID

Test Case

Details

<Example>

Requisition Noficiation for Projects

Appropriate Project Manager is notified based on the

project on a line level

1
2
3

y for the data object being migrated will work as expected:

r is notified based on the

Expected Results
The appropriate project manager is sent a notification

7. Open and Closed Issues

Open Issues
ID

Sheet Ref Issue

Resolution

Responsibility

Target Date

Impact Date

Resolution

Responsibility

Target Date

Impact Date

Closed Issues
ID

Sheet Ref Issue

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7. Open and Closed Issues

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