sap fico -- go live detailed cutover activities

Pramila Nagaraj MBA FIN-2010 VTU

SAP FI Associate Certified Fresh Off Campus Candidate @ Source One Management Services Pvt. Ltd Bangalore

SAP FICO -- GO LIVE DETAILED CUTOVER ACTIVITIES1. Overview.Create or identify a separate document type for initial balances upload and maintain a different number range for the same and use the same document type for uploads. This will be use full for identifying the transactions posted before go live and after go live. Create two new GL accounts in Production for the Purpose of initial balances upload. One for Initial Stock Upload and another for the GL balance. Open only the current period of posting or the legacy date period in which you are posting in OB52 and close all other periods. Similarly use OKP1 for CO period lock. Do not open MM period after the legacy period at the time if initial stock uploads and get the same be opened by the core team member responsible for opening after completion of your upload activities. This will prevent erroneous posting to the next period due to the wrong dates given in the upload file. Create a New Field Status group with most of organizations elements selected as optional. Make sure that if profit center is mandatory it needs to be mandatory only and do not change it to optional, as the LSMW screen doesn’t popup the profit center filed if the same is optional. FI G L master data will be uploaded via LSMW. (Recording for LSMW FS00 & also keep the changing master data recording handy) FI Vendor Master Data will be uploaded without purchasing organization Views (Recording for LSMW FK01 & also keep the changing master data recording handy. Your field status group settings configured for your client). If you are having EWT codes then your recording cannot take more than 6 line items. If you need to have more than 6 line items in tax type/tax code areas look for other alternatives. If vendors are relevant to EWT then advised to create a separate group making the tax fields mandatory. At the time of uploading the vendor master data into production make sure you change the FSG to optional on tax items and do not give any tax codes. FI Customer Master Data will be uploaded without sales Views Recording for LSMW FD01 & also keep the changing the master data recording handy. Keep in mind your filed status group settings configured for your client. All legacy asset master Data (AS91) along with the values will be uploaded with Cost Center/Location (Again keep in mind the master data screen filed settings before recording and your client’s requirement). Write different recordings for SLM keys and WDV keys). For legacy asset data transfer record transaction types for the assets acquired during the financial year in a separate recording. For the assets acquired before the start of the fiscal year you need to ask the client accumulated depreciation as on start of the fiscal year and depreciation posted during the period or after the start of the fiscal year (Again depends on the configuration on how you are posting the depreciation to GL) All the G L balances of account type “S” and are non-open item managed need to be uploaded G L wise-Profit center wise Via LSMW as on the cutover date. Make sure that no two profit centers were uploaded in the same document because, if you have activated document splitting the number of line items generated at the time of saving the document due to split may exceed 950 line items and the system will throw you out of uploading. Even if it is not the case advised to upload data related to a profit center per document. All the G L balances of account type “S” and are open item managed need to be uploaded G L Wise- Item Wise -Profit center wise Via LSMW. Make sure that no two profit centers were uploaded in the same document because, if you have activated document splitting the number of line items generated at the time of saving the document may exceed 950 line items and the system will throw you out of uploading. All the Customer open items need to be uploaded Profit center wise. Make sure that no two profit centers were uploaded in the same document because, if you have activated document splitting the number of line items generated at the time of saving the document may exceed 950 line items and the system will throw you out of uploading. All the Vendor open items need to be uploaded Profit center wise. Make sure that no two profit centers were uploaded in the same document because, if you have activated document splitting the number of line items generated at the time of saving the document may exceed 950 line items and the system will throw you out of uploading.

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SAP FICO -- GO LIVE DETAILED CUTOVER ACTIVITIES You need to use direct input program in LSMW for transaction data upload and select financial documents as object. All the Asset data need to be identified depreciation area wise with Asset class and Depreciation keys. For tax balance sheet Asset class wise Gross block, accumulated depreciation and net block need to be uploaded (AS81). For Customers/Vendors relevant to Sales/Purchasing views take care to give proper recon accounts keeping in view of the alternate recon accounts if any applicable. Make sure you only extend customers/vendors to other company codes. Other wise creation of vendors/customers will create a duplicate data. Educate the core user to tally the data before giving the same to you via Excel. Make sure that the Basis guy is available to you at the time of upload to handle transports, which were created during the upload for the purpose of upload or for any error in configuration. 2. Time Lines Depending on the amount of data, take sufficient time for upload activities. In case the asset masters/data is not ready still you can go ahead with GL balance upload and assets can be done at a later date. Go-live date will be (Give the Go live date). All transactions starting after go live will be processed in SAP system only.After Go live, no transaction should be performed in legacy system 3. Pre-requisite or Assumptions Scenario and Integration Testing are completed. Cleansed and Validated Master Data made available. Authorization Matrix completed. Processes have been freezed. End user training and documentation is completed G L Master LSMW Regular Recording FS00 FI Vendor Master Data LSMW Regular Recording FK01 FI Customer Master Data LSMW Regular Recording FD01 Asset master Data LSMW Regular Recording AS91 together with values AS81Group Asset Master Data LSMW Regular Recording AS21 Cost Elements LSMW Regular Recording KA01 You can also create by batch input session VIA SPROCost Centers LSMW Regular Recording KS01 Profit centers LSMW Regular Recording KE51 Internal Orders LSMW Regular Recording KO01 Characteristics Manual Creation 5. TRANSACTION DATA GL Balances of account type S which are non open Item based LSMW/Direct Input 0000 RFBIBL00 D- Direct Input Vendor Balances LSMW/Direct Input 0000 RFBIBL00 D- Direct InputCustomer Balances LSMW/Direct Input 0000 RFBIBL00 D- Direct InputAsset Balances LSMW Regular Recording AS91 AS81AUC Balances LSMW/Direct Input 0000 RFBIBL00 D- Direct Input




SAP FICO -- GO LIVE DETAILED CUTOVER ACTIVITIES

6. Prerequisites to Load Master Data Client Setup and Number range maintenance. At least test once the LSMW recordings before moving into production about the reliability and for errors. Load handful of assets in a Quality or in Pre-production system depending on your landscape to ensure that the system is calculating the depreciation, as expected and planned depreciations to be posted are accurate. 7. Sequence Of Data Conversion • G L master Data• Vendor Master Data• Customer Master Data• Group Asset Data• GL balances without open Item managed• GL balances with open Item managed• Customer Balances• Vendor Balances• Customer Balances with Special GLs• Vendor Balances with Special GLs• Asset Masters with Values for the assets existing at the start of the fiscal year• Asset Masters with Values for the assets acquired during the fiscal year with transaction type.• It is advised to load asset data along with values instead of loading master first and giving values next. 8.Procedure for Cut Over 1) Check again if the document splitting is active and in case new GL accounts are added by the users, the assignments for document splitting characteristics is made or not. If not do and transport before you start.2) Delete cost elements if created already in production, as the legacy data is not relevant for cost centers. Even of the client insists, you should convince the client saying where he wants to settle the cost center balances after go live? Exception to the above is AUC.3) Assign the field status group to all the G L accounts created for the purpose of upload of initial balances, via LSMW or T-code MASS. You need to revert the settings of master data for accounts with Auto posting, Accounts with relevance to tax category and post with out tax allowed before upload.4) Remove Withholding tax code assignments to vendors. This is necessary because if your upload items contain any balances and the tax codes are assigned the system will calculate EWT and tries to post the same, which is not the case.5) For Non-open item managed accounts provide with the totals as on the cutover date profit center wise.6) For open item managed accounts provide with the totals as on the cutover date profit center wise.7) For reconciliation accounts, line items of customer/vendor should be profit center wise.8) For assets reset the reconciliation accounts load assets, compare data and reset recon accounts.9) Assets acquired before 01.04.2006 need to entered through AS91 and Assets acquired after 01.04.2006 and before 31.01.2007 need to be entered through AS91 via Transaction type 100 assuming your clients financial year is Apr-Mar and the cutover date is 31.01.2007.10) Make sure you have created group assets via AS21 if you are using Group assets in tax depreciation area.11) Again you need to keep in mind the configurations you made for the client with respect to account types, D & K. For Example Payment terms.12) If the client’s need is to have the old balances also on age wise for Payables & Receivables, you need to play with, document, Posting, and base line dates to achieve this via upload.13) Make sure that the discount base column is given value for a smooth upload for Receivables and Payables.14) You need to use separate Direct Input recordings with object 100 and method 0000 (RFBIBL00) for account types S, D&K. This is because if you have large amounts of data, then if you club all the account types into one recording, then the system will prompt you to press enter every time a GL account is encountered as the filed values payment terms is not relevant for account type S. In such case the system will take great amount of time for uploading.




SAP FICO -- GO LIVE DETAILED CUTOVER ACTIVITIES15) Before start of uploading asset line items at GL level make sure is client is open for change and reset the recon accounts for assets. Other wise the system will throw an error, as the recon accounts are not directly posted to.16) After uploading the same again reset the recon accounts. Use in both the cases T-code OAMK to reset the recon accounts.17) For loading AUC values VIA Internal orders, after the above uploads are through, create cost elements, create Internal orders, upload values through the internal order to AUC expenses account and once upload is through, settle the orders to the AUC asset via KO88 before the go-live 9. Procedure After Cut Over data Upload 1) Reset the filed status groups; post auto settings, Tax settings to the original file given by the core user via MASS or LSMW.2) Once the initial balance accounts balances are zero, take the signoff and block the accounts for posting in future.3) Get the next relevant posting periods opened in OB52, OKP1 & MMPV by the core team member and close all the legacy periods.4) Reset the Vendor FSG settings and other relevant settings changed for the initial balances upload.5) Settle the AUC balances and make the Internal order values to zero. Make sure you use periodic settlement and not FULL.6) Assign vendors with the relevant tax codes and post process the open items as per the warning given by system for making the tax lines consistent.7) Revert all FSG changes for CUSTOMER/VENDOR/GL to the requirement.8) Delete the number range assignments to the document type created for initial balance upload and transport so that to minimize the core user transactions in the legacy period.9) If you are using the parallel ledgers as of ERP 2004 or ERP 2005 make sure you load the balances of non-leading ledgers first. Keep in mind that the non-leading ledgers are not relevant for account types.10) Any new master records created between Cutover and Go live dates are to be tracked and checked for document splitting assignments.11) If you are in Version 4.7EE or ERP 2004 without New GL getting activated, keep in mind you need to run F.5D, F.5E, 1KEK.12) After all of the above precautions still you find that there is a mistake whether small or big don’t be panic, go back to your domain experience, think what should have been went wrong, Reverse the document or just pass a rectification entry.13) It is the same case with stock uploads. After your MM counterpart loading the stocks and you verify and stocks are not getting matched, the reason could only be the Qty mismatch or the system has taken the MAP defined in the material master. This document is for New Implementations ON New GL only and not for upgrades. The sequence of steps may change slightly depending on your customization and modules implemented and hence this can be taken as a guide line only and not as a comprehensive document.

Theoretical Steps

Declaration: This Project is a Live Hands on Implementation Program ERP6.0 SAP FICO, Started after taking inputs from my Project Manager.


sap fico -- go live detailed cutover activities

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