Accenture Advanced Enterprise Solutions

AP356 Functional Design Specification Document

AAES-FD-Supplier Conversion

Supplier Conversion Functional Design

Version: 1.0

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Table of Contents

Document Change Control.....................................................................................................................................................3

Approval.................................................................................................................................................................................3
Specification...........................................................................................................................................................................3
General Requirements............................................................................................................................................................4
Assumptions:......................................................................................................................................................................4
Selection Criteria:...............................................................................................................................................................5
Disposition of Non-Converted Data:..................................................................................................................................6
Transaction Volume:..........................................................................................................................................................6
Conversion Flow Diagram & Description..........................................................................................................................7
Conversion Flow Diagram.............................................................................................................................................7
Any Manual Adjustment Necessary after Conversion.......................................................................................................7
Design.....................................................................................................................................................................................7
Flow Diagram:....................................................................................................................................................................7
Description of Flow Diagram:............................................................................................................................................7
Input/Output Files and Tables:.........................................................................................................................................10
Design Dependencies:......................................................................................................................................................10
Data Cleansing:................................................................................................................................................................11
Data Mapping:..................................................................................................................................................................11
Error Handling......................................................................................................................................................................12
Testing Requirements...........................................................................................................................................................13
Data Conversion Verification...............................................................................................................................................15
Issues Documentation...........................................................................................................................................................15
Reviewers.............................................................................................................................................................................15
Appendix..............................................................................................................................................................................15

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Document Change Control

Update this table when changes are made to the document.
Date Author Version Change Reference

Approval
Complete this table with your information.
Name Phone # Dates
Created By: Creation Date:

Approved By: Approval Date:

Specification
Complete the table with your information. Items indicated as Required must be completed; these items include
a brief description of the required information.
Process Area: (Required) Supplier Conversion
Team: (Required) PTP
Application: (Required) AP
Conversion Name: (Required) Supplier Conversion
Priority: (Required) High
Development Complexity: (Required) High
Conversion of supplier headers, sites, contacts, bank
Conversion Short Description: (Required)
accounts
From System: (Required) XYZ 7.5 and Concur
From System Contact: (Required)
To System: (Required) Oracle R12 Payables
To System Contact: (Required)
Estimated Production Date:
Oracle e-business R12 configuration
Associated Business Event/Activity:
Comments:

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General Requirements

Assumptions:
List all Conversion scope & data organization
1. Xxxxis responsible for the data cleansing, data standardization, data mapping, data extraction,
validation and reconciliation of the converted data.
2. This conversion will load suppliers which are active
 Value used to identify the hierarchy between supplier and supplier sites is LGCY_VENDOR_REF
 Value used to identify hierarchy between supplier sites and supplier sites contacts is
LGCY_VENDOR_REF and VENDOR_SITE_CODE
3. Only the latest supplier configuration is converted, i.e. no Supplier change history is converted.

Legacy system
4. For Europe:
 All Non-SSC employee suppliers who claim expenses will be converted from XYZ Financials.
 SSC employee suppliers that do not reside in XYZ Financials will be identified and entered
manually in Oracle (due to the low volume).
5. For North America:
 All employee suppliers who claim expenses will be converted from Concur (except for bank
account details).
 The related bank account data for employee suppliers will be converted from payroll system.
This will be extracted together with the employee conversion extract (C-PTP-007) and cross-
referenced with Concur employee suppliers extract using the employee number as an unique
identifier.
 All trade suppliers will be converted from XYZ.
6. Supplier auto-numbering has been chosen. Vendors will be given an Oracle vendor number, using a
sequence starting at 10001. As such converted suppliers will be assigned a different supplier number
than in XYZ.
7. Legacy Group name (SID) will be stored in a flexfield (ATTRIBUTE1 of Vendor DFF) available in
supplier header level to aid transaction mapping and necessary references e.g. SSCEU, SSCNA
8. Legacy supplier numbers will be stored in a flexfield (ATTRIBUTE2 of Vendor DFF) available in
supplier header level to aid transaction mapping and necessary references. It is possible to query on
this field to identify a supplier with its previous number e.g. A0052.

Conversion order
9. Supplier conversion has to be performed prior Open Purchase Orders, Receipts and AP Transactions
conversion
10. Employee conversion (C-PTP-007) has to be performed prior to Supplier Conversion
11. Bank and Bank Branches conversion (C-PTP-003) has to be performed prior to Supplier Conversion

Supplier and Bank conversion flow

12. Banks and bank branches will be converted separately.
In Oracle eBS release 12 a new interface table has been created to import supplier bank accounts
during Supplier and Supplier Site Open Interface. To import bank accounts the
IBY_TEMP_EXT_BANK_ACCTS table can be used. Unlike Oracle 11i, in Oracle R12 a new API has
been created to create bank and/or bank branches called HZ_BANK_PUB. This API will be used
during conversion of banks and bank branches.

Files
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13. 4 flat files will be provided by Xxxx

 1 containing supplier header
 1 containing supplier sites
 1 containing supplier site contact
 1 containing supplier bank account information

 A separate file containing bank and branches information (part of C-PTP-003) will be loaded prior
to supplier conversion

Others
14. All Vendor cleanup activities must be done before the conversion load program.
15. As new legacy systems are introduced into the F1 solution, data cleansing activities against the
master vendor listing need to be completed.
16. All Vendors converted will be considered new and active with an effective date .
17. Intercompany vendors will be set up manually
18. All suppliers in scope for conversion are available in XYZ and Concur.
19. Only Vendors doing business with the Avery sites in-scope for the F1 Go-Live live per wave should be
converted e.g. for wave 1 only North American vendors will be extracted and converted, for wave 2
only European etc.
20. Mapping of segment1 on the liability account will come from the supplier location business unit. The
business unit can be mapped via FAH to the Legal Entity.
21. Employee conversion must be completed first to facilitate the conversion of employee suppliers
22. Defining third party relationships for Supply Chain Financing suppliers and Ghosted PCard suppliers
will be done manually after conversion.
23. In XYZ multiple Avery supplier locations can share the same supplier details (e.g. address, phone,
bank account). The following applies once suppliers are converted:
 Avery supplier locations that are part of the current Go-Live wave will have to be in-activated
in XYZ after conversion. After Go-Live the maintenance of the converted supplier will happen
in Oracle.
 Avery supplier locations that are not part of the current Go-Live wave, but share the same
supplier details as the converted supplier location will have to continue maintaining the
supplier details in XYZ (e.g. suppliers that will be converted during Pilot phase but still have
active locations which will be converted during wave 1.
Data Conversion Expectations:
List the expected results of the data conversion.
An automated conversion process will be used to load supplier data extracted from the legacy systems. A
consolidated “supplier master” will be provided to the Oracle R12 environment, where it will be loaded in an
automated manner. Only suppliers that have outstanding transactions and / or are used in the last 18 months
will be in scope for conversion. One time suppliers will also be excluded from the conversion. In addition, no
historical supplier data will be converted.
It is expected that supplier names, addresses, contacts, bank accounts, tax references are loaded into Oracle
Accounts Payables.

The supplier conversion program(s) will be required to transfer all relevant data from the supplier master
management tool into to the Oracle R12 supplier tables.

Selection Criteria:
List the criteria for selecting the data from each source system.

Selection from the legacy system is the responsibility of Xxxxand is not in the scope of the current document.

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A supplier is eligible for conversion if it:

a. Is an active trade supplier determined by:

 Trade supplier has at least one active supplier location in XYZ
 Trade supplier status is ‘ACTIVE’
 Trade supplier has had an transaction in the past 18 months ( at the moment of extraction,
thereby reducing the number of Suppliers to be converted to only the active one’s)

b. Is an active employee supplier determined by:

 Employee supplier has at least one active supplier location in XYZ => For Europe
 Employee supplier has at least one active supplier location in Concur => For North America
 Employee supplier status is ‘ACTIVE’
 Employee supplier has had an transaction in the past 18 months ( at the moment of
extraction, thereby reducing the number of Suppliers to be converted to only the active one’s)

c. Still has open invoices

 Suppliers with open invoice(s) will be converted, regardless of any other conditions

A supplier location* in XYZ is considered to be active if it:

 It is not end dated
 Has at least one related active supplier address
 Belongs to a supplier that is being selected for conversion

- All primary contacts per supplier site will be selected for the conversion (one per supplier site).
- One primary bank account data per supplier site will be selected for the conversion.

* Supplier locations in XYZ are not the same as supplier sites in Oracle. A translation from XYZ location into
Oracle sites will be necessary. Please refer to ‘Business Rules’ paragraph on p.20 in this document for more
details.

Bank Information:

Bank / branch / bank accounts information is selected for bank accounts used by selected supplier sites.
Note that Banks and branches will be converted separately first via component C-PTP-003.

Disposition of Non-Converted Data:

Describe how the non-converted data is to be used or stored.

Disposition of non-converted data in the legacy system is responsibility of Xxxxand is not in the scope of the
current document.
The business unit will be disabled and transaction posting will be turned off in XYZ

Transaction Volume:
Describe the volume of transactions by type.

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Conversion Flow Diagram & Description

Conversion Flow Diagram

Any Manual Adjustment Necessary after Conversion

Design

Flow Diagram:

Description of Flow Diagram:

Provide a detailed description of the flow diagrams included above.
The requirements for this conversion to import all active suppliers into Oracle Accounts Payables:

1/2/3 XxxxLegacy team will do the extraction of the active suppliers out of XYZ and Concur (for North
America). Bank account details for employee suppliers in North America will have to be extracted from
the payroll system and cross-referenced with the data from Concur based on employee number. The
assumption is that this will be extracted together with the employee conversion extract (C-PTP-003).
XxxxLegacy team will deliver this information according to the format specified in the data mapping
section of this document. The data is saved into the following 4 files:

Supplier header => XXAD_SUP_MAST_HDR.dat flat file.

Supplier Sites => XXAD_SUP_MAST_SITE.dat
Supplier contacts => XXAD_SUP_MAST_CONT.dat
Supplier bank accounts => XXAD_SUP_BANK_ACCTS.dat

4/5 After that, the flat file is transferred manually into a specified folder. The flat files will then be loaded
into the following staging tables:
XXAD_SUP_MAST_STG_TBL
XXAD_SUP_MAST_SITE_STG_TBL
XXAD_SUP_MAST_CONT_STG_TBL
XXAD_SUP_BANK_ACCTS_STG_TBL

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This will be done by using the SQL*Loader utility by executing the control files at the UNIX prompt.
XXAD_SUP_MAST_HDR.ctl
XXAD_SUP_MAST_SITE.ctl
XXAD_SUP_MAST_CONT.ctl
XXAD_SUP_BANK_ACCTS.ctl

The first task of the control file is to delete any old records from the staging table. Then it proceeds
with loading the data from the flat file into the staging tables.

6/7/9. Upon successful completion of the SQL*Loader program, the custom PL/SQL package is initiated. If
any records do not fit the specified format built into the control file, they will be written to the bad files
XXAD_SUP_MAST_HDR.bad
XXAD_SUP_MAST_SITE.bad
XXAD_SUP_MAST_CONT.bad
XXAD_SUP_BANK_ACCTS.bad

If any logic is built in, to skip certain records they will be written to the discard files

XXAD_SUP_MAST_HDR.dsc
XXAD_SUP_MAST_SITE.dsc
XXAD_SUP_MAST_CONT.dsc
XXAD_SUP_BANK_ACCTS.dsc
And, information such as how many records were processed successfully, how many and which
failed, and error messages will be written to the log file

XXAD_SUP_MAST_HDR.log
XXAD_SUP_MAST_SITE.log
XXAD_SUP_MAST_CONT.log
XXAD_SUP_BANK_ACCTS.log
with meaningful messages to facilitate correcting the errors.
6. The custom PL/SQL package will load the data from staging table directly into Oracle base banking
tables using HZ_BANK_PUB. This API contains all validations, lookups, default values, and data
translations necessary in order to copy data from the custom staging tables to the standard Oracle
tables as per Oracle specifications (also defined in the data mapping spreadsheet).
Note: Please refer to C-PTP-003 for further details about banks and branches conversion.
7. The custom PL/SQL package will load the data from staging table into standard open interface tables
called:
a. AP_SUPPLIERS_INT
b. AP_SUPPLIER_SITES_INT
c. AP_SUP_SITE_CONTACT_INT

The custom PL/SQL package will contain all validations, lookups, default values, and data translations
necessary in order to copy data from the custom staging tables to the standard Oracle OIT table as
per Oracle specifications (also defined in the data mapping spreadsheet). The program will copy the
legacy supplier code in the DFF of the existing XYZ supplier header.

8. Once open interface tables have been loaded, the standard suppliers open interface import program
is initiated manually to import the data from Oracle Interface Tables to Oracle tables (HZ / AP / IBY
tables). There is one import program for each entry type.
The program names are:

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 Supplier Open Interface Import

 Supplier Sites Open Interface Import
 Supplier Site contacts Open Interface Import
If there are errors, manually correct them and re-run the supplier open interface import process.

Note: Fiscal Classification details at the supplier header will be loaded via the following API:
hz_code_assignments_pkg.insert_row
9. The custom PL/SQL package will load the bank account data from staging table into standard open
interface tables called:
 IBY_TEMP_EXT_BANK_ACCTS

10. During supplier (site) import, this table will be checked for corresponding records (A row in
IBY_TEMP_EXT_BANK_ACCTS is said to be associated with the Supplier or Supplier Site if the
column IBY_TEMP_EXT_BANK_ACCTS.calling_app_unique_ref1 is equal to either
AP_SUPPLIERS_INT.vendor_interface_id for Suppliers or
IBY_TEMP_EXT_BANK_ACCTS.Calling_ app_unique_ref2 is equal to
AP_SUPPLIER_SITES_INT.vendor_site_interface_id for Supplier Sites) and if records are found a
supplier bank account will be created.

The figure below shows the supplier Open interface import program’s screens (options for supplier,
supplier sites and supplier Site contacts are the same).

Parameters for the supplier Open Interface Import are as shown below

a. Import Options: All / New / Rejected

b. Batch Size
c. Print Exceptions Only
d. Debug Switch
e. Trace Switch

Those fields can be kept to default values.

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Input/Output Files and Tables:

In the table, list the input and output files and tables.

Input Files/Tables Output Files/Tables

XXAD_SUP_MAST_HDR.dat (file) XXAD_SUP_MAST_STG_TBL
XXAD_SUP_MAST_SITE.dat (file) XXAD_SUP_MAST_SITE_STG_TBL
XXAD_SUP_MAST_CONT.dat (file) XXAD_SUP_MAST_CONT_STG_TBL
XXAD_SUP_BANK_ACCTS.dat (file) XXAD_SUP_BANK_ACCTS_STG_TBL

Design Dependencies:
Describe any dependencies, requirements, and concerns affecting the data conversion.

1. The supplier conversion has a dependency with the following objects:

a. C-PTP-006 => Employee conversion must take place first in order to successfully convert
employee suppliers.
b. C-PTP-003 => Bank, Bank branches conversion
2. Extract files are in pre-defined pipe-delimited format.
3. This design is dependent upon the final verification of the mapping spreadsheets/data file.
4. The Oracle Accounts Payables module must be fully configured. In particular, the following setups
must be complete prior to conversion:
a. All account segment values
b. Set of books
c. Currencies
d. Payment methods
e. Pay Groups
f. Payment terms
g. Source
h. Vendor types
i. Supplier Number automatic numbering
j. Tax and Withholding (tax group) configuration (VAT Code)
k. Locations

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Data Cleansing:
In the table, describe the data cleansing effort, including the person(s) responsible and the date the cleansing
effort is scheduled for completion.

Task Responsibility Due Date

Suppliers that are not used regularly and won’t be
converted to R12 will be inactivated before conversion.
This is a case by case identification. Xxxx
Vendors that haven’t had any activities over the past year
will be de-activated
BIC and IBAN codes will be added to banks and bank
accounts extracted from XYZ.
If this task is not done before conversion, it won’t be
Xxxx
possible to create SEPA payment files from APRO. The
IBAN and BIC codes would then be setup by
Xxxxmanually in the Oracle R12 system.
Similar logic as existing supplier header/supplier sites
should be created for bank, bank branches and bank Xxxx
accounts.
Merging of suppliers (sites)
As part of the extraction by the legacy team, an automatic
program will be written to aid the decision making process Xxxx
which supplier sites will be unique and which can be
merged.

Selection criteria: All vendors with invoices in the

last 18 months

KPI for cleansing effort: Duplicate D&B numbers,

Duplicate or similar names, Duplicate VAT
registrations, Duplicate bank accounts, Bank
accounts not valid length, email addresses are valid,
suppliers listed as classified

Data Mapping:
Describe how the data mapping is to complete. Include the person(s) responsible for the data mapping.
The data mapping identifies the order of the data which will be provided by Xxxxin the ASCII pipe ‘|’ delimited
flat file.
The data file extracted by Xxxxwill have three record types: supplier Header, supplier Site and supplier Site
contact. The following tables describe the structure for header and line type records.

The data mapping detailed in the data dictionary on SharePoint

\Deliverable Library\Design Phase Deliverables\3000 Design\AP356 Conversion Functional Design\C-PTP-
005

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Error Handling
Complete the table with information on instances in which errors may occur. Include the extent to which the
organization is responsible for error monitoring during correction versus the users’ responsibility. You do not
have to include full details on how operations are to be notified; however, state the business expectations for
the level of service provided. Include details of validation routines.

Potential Errors Possible Reasons Solution Strategy

The flat file produced from the The programming in the Fix the code and rerun the extract
custom extract programs out of extract program was programs.
XYZ is not in the proper pipe incorrect.
delimited format.
Error related to flat files Data not correctly defined Re-map data to the correct layout that
as per agreed layout / file was agreed. If file is corrupted, repeat the
format. Corruption of data extraction process. If data is missing,
and / or missing data. identify and fix the problem and repeat
extraction.
Errors while loading flat files into Control file not matching Correct control file / legacy data. If the
staging tables correctly to the data type is incorrect, correct control file /
provided. Data type error. legacy data. Re-define staging table -
Staging table not correctly add missing columns or update columns.
set up / defined. In the concurrent program error log there
should be a count of the number of
records loaded and the number of
records failed and if errored records exist,
the concurrent program should terminate
with a status of "Warning".
Enrichment / Mapping / Data error Enrichment procedures do Correct the enrichment procedures,
not function correctly, update the PL/SQL processes so no
PL/SQL errors produced. errors occur. Mapping tables should be
Mapping tables cannot be updated / re-created to allow correct
found, wrong mapping mapping. Data format should be changed
provided. Data converted so no error occurs.
in incorrect format etc.
Open Interface errors Interface Table may not Add / remove data from the staging
have all the required tables to allow the Open Interface
fields. Data may be program to function correctly. Make any
missing, incorrect format, other necessary changes to system
incorrect data. configuration. In the concurrent program
error log, there should be a count of the
number of records loaded and the
number of records failed and if erred
records exist the concurrent program
should terminate with a status of
"Warning".
Reconciliation errors Data in Oracle may not Check the legacy data and Oracle data to
match with the data from see where the problem exists. Correct
legacy system. Data may the errors in either the legacy system or
have been removed / Oracle system, wherever appropriate,
added that was not and then go through the correct process
defined by the functional to enable correct conversion of data from
design. Legacy System to Oracle System.
Suppliers Count Validation SUPP01 – Duplicate The conversion process should include a

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Name Record End of Conversion summary report listing

SUPP02 – Duplicate the number of suppliers that were
Number Record converted successfully and the ones that
SSITE01 – Site Address were not converted. The ones that were
Incomplete not converted will be flagged with an
error number. The error numbers will be
associated with an error condition and
the legend provided at the end of the
report.
Not all information has been Because of database Truncate the table, increase table space
loaded in AP_SUPPLIERS_INT, space limitations. in the database and re-run the concurrent
AP_SUPPLIER_SITES_INT, or manager which executes the PL/SQL
AP_SUP_SITE_CONTACT_INT program.
tables.
All records pass successfully The conversion program Either incorporate checks in AP suppliers
through the conversion program. does not perform as PLSQL package or check if there is a
However, invalid records are thorough validation as the possibility in Oracle Accounts Payables
encountered by the supplier open supplier open interface to correct the data
interface import program. import program.
Supplier Site Open Interface is Oracle bug Doc ID 959276.1 should be consulted in
Rejecting Record in case of errors during bank accts import
IBY_TEMP_EXT_BANK_ACCTS

Testing Requirements
Describe how the executed data conversion is tested to make sure it accomplishes its intended task. Include
error handling and timeout features in the testing.

Test Condition Expected Results

Get the count of supplier headers available in the If both are matching count-wise, all the legacy
flat file provided by the Xxxx. Run the supplier audit supplier headers are available in Oracle else
report in Oracle to get the count of supplier headers analysis need to be done from Oracle side and the
available in Oracle. same needs to be fixed.
Get the count of supplier sites available in the flat If both are matching count-wise, all the legacy
file provided by the Xxxx. Run the supplier audit supplier sites are available in Oracle else analysis
report in Oracle to get the count of supplier sites need to be done from Oracle side and the same
available in Oracle. needs to be fixed.
Get the count of supplier site contacts provided by If both are matching count-wise, all the legacy
Xxxx in the flat file. Run the supplier audit report in supplier site contacts are available in Oracle else
Oracle to get the count of supplier site contacts analysis need to be done from Oracle side and the
available in Oracle. same needs to be fixed.
Get the count of supplier site-wise bank accounts If both are matching count-wise, all the legacy
available in the flat file provided by the Xxxx. Run supplier site bank accounts are available in Oracle
the supplier audit report in Oracle to get the count of else analysis need to be done from Oracle side and
supplier site bank accounts available in Oracle. the same needs to be fixed.
Validate that all suppliers, supplier sites and Data loaded into Oracle Accounts Payables and
supplier Site contacts are loaded correctly. data from XYZ matches (number of supplier, sites
Compare it with records in the data file and site contacts)
Check that no supplier is blocked in error during No supplier should remain in error in open interface
importation tables
Check that supplier sites have been created for all Supplier sites should be available for requested

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operating unit operating unit.

Check that for a XYZ supplier header with an R12 XYZ Supplier sites are sites of the existing R12
supplier header code in the flat file, the XYZ supplier supplier header, and the supplier header in the flat
sites are converted as sites of the existing R12 file is not uploaded.
Supplier header.
Check that XYZ supplier number The XYZ supplier number appears in the DFF
(LGCY_VENDOR_REF) is in the supplier header
DFF
Test if the supplier can be queried in Oracle The loaded data matches the requirements
Accounts Payables described in Functional and technical design.
Update supplier information and save the supplier. Change must be taken into account
Re query it to check that changes have been
applied.
Create invoice with a loaded supplier The invoice should be created correctly and
accounting entries generated in GL
The invoice should be paid correctly and accounting
Pay the invoice of a loaded supplier
entries generated in GL
Create and pay an employee expense claim invoice The invoice should be created and paid correctly
Create an expense report for a converted
The invoice should be loaded correctly
employee/supplier and load it as an invoice
Create and pay an invoice of a Withholding supplier The invoice should be created and paid correctly
Check that bank and bank account are available in
Bank information conversion
Account Payables bank panel.
Check that bank account information are available
Link between bank and supplier in supplier site panel and that supplier information
are available in bank panel
Requisition should be created and status should be
Create and approve purchase requisition
‘approved’
Purchase order should be created and status should
Create, approve and print a purchase order be ‘approved’. Purchase order print should work
fine.
Create, approve an expense report in iExpense and
Expense Report and Payables invoice should be
import it into Accounts Payables. Test that the
created correctly.
employee is correctly linked to the supplier.

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Data Conversion Verification

Complete the table with conversion verification information. Indicate your use of audit logs and reports.

Conversion Tool Audit Log(s) (Y/N) Application Standard Report(s)

N/A

Issues Documentation
Complete the table with issue information. Indicate at which time you identified the issues, as exampled
below.

The following issues were defined during functional design/preparation.

Raised Issue Date Resolution/Answer Date Resolved By

By Needed Completed
N/A

Reviewers
Complete the table when the document is reviewed.

Name Date
N/A

Appendix
Include additional information, such as conversion enhancements, design updates, etc. Make detailed
reference and explanation to changes from the original design, and document the author and date of those
changes in the Appendix and in the Document Change Control section of this document.

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Revision History

Date Version Description Author

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