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........................................................................................................9 1.................4 Update the FI entry for asset through transaction OASV........................................................................................... Calculate Activity prices ............................................................................... Update planned activity................... Upload General Ledger account bala nces........................ Ensure all the number ranges for all the modules have been maintained in the production system ............................. Execute product costing run ..................................................2 Transfer Asset balance into profit center...................................3 Remove the GL codes for asset from 3KEH table ...............................................12 6.9 3.........5 Reinstate the GL codes for asset in 3KEH............11 5..................8 5..............1 The upload of asset master and values through AS91 ...............................7 2....................................................9 2.................................9 2....... Ensure all material masters (all material types) have been loaded ....9 6..................10 3.........................................................10 4.............................. Ensure all the customizing request are in the production system .............................................................9 1.......................................11 5................. Stock upload ..............................................7 1......................................... Master data Load into Production system ................11 5................................................................................... Ensure that Operating concern has been generated ..................................................8 B) Pre – Go Live activities .................................................................7 3...12 ...... Mark and Release the cost estimate ...... Ensure that all the Vendor Master data is loaded .....9 C) Upload transaction data into system .........................8 6................................................5 A) Pre – Go Live activities ............................11 5........................... Upload Open purchase orders ................TABLE OF CONTENT INTRODUCTION...............11 5............................. Execute the allocation cycles within cost center accounting ........................9 5.....................9 4............................................................8 4................................. Upload Accounts Receivable and Accounts Payable open items .......... Upload Cost center plan................................................................4 Scenario.................................................... Ensure that all the Customer Master data is loaded................................10 5..................... Asset Master and value upload..................

The old system is switched off and the new SAP system is switched on.Go live checks. The system is ready for the client to use. What is meant by cut off date? SAP system is configured as per the requirement of the client. The client now needs to migrate from the Old system (Legacy system) to the new SAP system. The migration from the old system to the new system is known as cut off date. The Go Live strategy comprises of the following:1) Cut off procedure 2) Pre. The data will be migrated from the old system to SAP. To have a smooth switch over from the Legacy system to the new SAP systems are devised the cut off procedure What is meant by Pre – Go live check? It is ensuring that SAP Production system is ready to go live smoothly. The data will henceforth be entered in the new SAP system. .INTRODUCTION In this document we try to comprehensively cover the SAP Go live strategy. Let’s proceed then.

All other masters will be uploaded into the production system from 5 th December 2005 and completed by 18th December 2005 2) Cut off activities The company closes it sales on 26th December 2005. cost ele ments in the production system on 1 st December 2005. The company follows a January . . A Ltd will complete upload of all the material masters with all the views in the production system by 2nd December 2005. All open purchase orders will be uploaded on 28th December 2005.December period for preparing financial accounts. Routings will be uploaded in the production system by 4 th Decemeber 2005. The Trial balance will be uploaded with date as on 31st December 2005.Scenario A Ltd. Therefore the go live data decided for A Ltd is 2 nd January 2006. The material masters for raw and packing material will be uploaded with the moving average prices on 4 th December 2005. The activities are divided as follows:1) Pre Go live activities A Ltd will upload the GL codes. The Trial balance will consist only of balance sheet items since all the expense items are already transferred to the retained earnings account in the old system. The provision for stock received and invoice not received will be accounted in a separate GL code (different than the GR/IR) The stocks will be finalized by 29th December 2005. All Bill of Material. The company stops all its stock movement on 26th December 2005 upto 1 st January 2006. The cost center Plan will be uploaded. is a company implementi ng SAP system. Product cost calculation will be conducted from 7 th Dec 2005 to 20th December 2005 to get the correct cost calculation from system. allocation cycles and activity price calculation will be done by 6 th December 2005.

Thus entire data take over activities are to be completed by 7 th January 2006 .The company closes it old (legacy) system on 30th December 2005. The Remaining GL Balances are uploaded on 7 th January 2006. The standard cost estimate will be marked and released on 2 nd January 2006. Fixed assets are uploaded on 5 th January 2006. Accounts Receivable open items will be uploaded from 1st January 2006 to 3rd January 2006. Thus Accounts Receivable is available from 4th January 2006 to account for customer incoming payment. Accounts Payable open items will be uploaded from 3rd January 2006 to 4th January 2006. The system is available for data entry and operation to the users from 2nd January 2006. The stocks will be uploaded on 31st December 2005 and 1 st Jan 2006. Accounts Payable is available for payment from 5 th January 2006.

CO Secondary cost elements .We will divide the activities as follows:A) Pre – Go Live activities B) Pre – Go Live checks C) Upload transaction data into the system A) Pre – Go Live activities 1. Material Master – Basic responsibility MM: All the respective views of the material masters the other modules responsible . We will broadly cover the master data which needs to be loaded and the module responsible.CO Profit centers . Upload Cost center plan Cost center plan must be updated through transaction code KP06 or using excel upload.CO Activity type – CO Bill of Material – PP Work Center/ Resource – PP Routing / Master Recipe – PP Purchasing Info Record – MM Service Master .FI Quality Info Record – QM Quality Inspection plan 2.MM Bank Master . . Ensure that all the required views are uploaded GL codes .FI (accounting view) and SD (sales view) Vendor Master .FI Customer Master .CO Cost center .FI (accounting view) and MM (purchasing view) Cost elements . Master data Load into Production system Ensure all the master data is loaded into the production system.

This should be run after all the BOM and Master recipe are uploaded. Update planned activity After executing of the plan allocation cycles. Calculate Activity prices Calculate the activity prices using transaction code KSPI. 6. Execute the allocation cycles within cost center accounting The plan allocation cycles (distribution. Execute product costing run The product costing run will be executed for all semi-finished and finished materials in the system using transaction code CK40N. 4. 5. You can now calculate the activity prices through the system or manually update the planned prices by calculating it outside. the production cost centers are now ready with the planned costs. assessment) must be executed within the cost center accounting module. The possible errors in the product costing run are:1) Moving average prices or planned prices are not correctly maintained in the material masters 2) Incorrect quantities in the Bill of Materials. Normally the product costing run has to be executed again and again (3 – 4 times) since data needs to be corrected and costs have to be compared with the existing legacy cost. This will allocate the costs from the service cost center to the receiver cost center. The product cost finalization takes a long time and should begin well in advance before the go live date. incorrect base unit quantity in the Bill of Material . The planned activity must be updated through transaction code KP26.3.

Ensure all the customizing request are in the production system Check that all the customizing request are gone in the system and no major requests are pending. The actual Mark and release will happen on after the stocks are uploaded into the system. 2. Request relating to reports being developed can be transported as and when the reports are ready. Upload Open purchase orders Open purchase orders can well be uploaded into the system in advance before the cut off date if no invoices are expected.3) Incorrect quantities (hours. Ensure that all the Vendor Master data is loaded C) Upload transaction data into system 1. Ensure that all the Customer Master data is loaded 5. KWH etc) for activities in the Routing or Master recipe. . Ensure all material masters (all material types) have been loaded 6. B) Pre – Go Live activities 1. 4) Incorrect alternate unit of Measure The product costing is calculated and made ready. Ensure that Operating concern has been generated 4. Ensure all the number ranges for all the modules have been maintained in the production system 3.

2) Raw Material. Upload Accounts Receivable and Accounts Payable open items The Accounts Receivable and Accounts Payable open items are uploaded through LSMW which calls transaction code F-02 GL Account posting. The accounting entry for Accounts Receivable open item upload is:Customer a/c (not GL) Debit Data takeover a/c Credit The accounting entry for Accounts Payable open item upload is:- . the standard cost estimate will be marked and released into the material master using transaction code CK40N. Mark and Release the cost estimate After the stock is uploaded into the system.2. packing Material. The profit center is captured in the data take over account. stores and spare parts: The quantities and values are uploaded at the same time using an ABAP program which calls transaction MB1C. The stock quantities are uploaded using movement type 561 through an ABAP program which calls transaction MB1C. The stock upload will generate the following entry in the system:Finished goods stock a/c Debit Semi-Finished goods stock a/c Debit Raw Material stock a/c Debit Packing Material stock a/c Debit Stores and spares a/c Debit Data take over Credit 3. Baseline date must be captured. Stock upload Stock upload happens in 2 steps:1) Finished goods: The standard prices are first uploaded through MR21 or through an ABAP program which also uses MR21. which will determine aging based on number of days mentioned in the payment terms. 4.

5.000 Accumulated depreciation a/c Cr Data takeover a/c Cr 30.Data takeover a/c Vendor a/c (not GL) Debit Credit 5.1 The upload of asset master and values through AS91 This upload of asset masters along with the values will not update the FI General Ledger. The FI – GL entry balance update will be passed through another transaction.2 Transfer Asset balance into profit center Once the asset master along with the values is uploaded.3 Remove the GL codes for asset from 3KEH table Remove the Asset reconciliation codes from the transaction code 3KEH. This is required because a manual FI entry will be passed in the next step. We give an example of how a GL entry passed for Fixed asset upload:Let us take Plant and Machinery Plant and Machinery a/c Dr 100. 5. the opening balance for the asset needs to be transferred to profit center. which will duplicate posting into PCA for the assets. The asset balances opening balances are transferred into profit center accounting through transaction code 1KEI.000 70.000 . We will explain how it is done. The total cost and accumulated depreciation are also uploaded at the same time. Asset Master and value upload Asset Master is a special case of upload where in you upload not only the master data but also the values. 5. This is done through transaction code AS91.4 Update the FI entry for asset through transaction OASV. 5.

000 Bank a/c Debit 50.000 (Balancing figure) Cash a/c Debit 10.5.000 Share capital a/c Credit 100. Upload General Ledger account balances Finally we upload the remaining General Ledger account balances other than Fixed Assets.000 Advances Debit 90. Stock. . Let us take an example for the accounting entry passed:Data takeover a/c Debit 550.000 Long term loan a/c Credit 400. Accounts Receivable and Accounts Payable.000 Short term Loan a/c Credit 200.000 The Data takeover will become zero on upload of this entry. This is again uploaded through an LSMW program which calls transaction code F-02 GL Posting. 6.5 Reinstate the GL codes for asset in 3KEH After passing the entry for asset upload update the asset reconciliation accounts in transaction code 3KEH.

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