Explain Cutover Activities/Strategies in SAP FI.

Cutover Activities or Master Data Uploading Strategies Depending upon the when we are going live. As per that, you have to give the information to your core team. If you goling live at the middle you have to upload the all P ! Account items and "#S Items. If you going live at the financial year start, you have to only Upload the "#S Items. Activities for $olive% &. $#! Master Upload 'hru "DC or !SM( )'C*+s,, and e-tended one co code to another company code +s,&. /. 0endor Master Upload 'hru "DC 1r !SM( )(ill 2e 'a3en Care "y MM. 4. Customer Master Upload 'hru "DC or !SM( )(ill 2e 'a3en Care "y SD. 5. Asset Master Upload)'hru As6,. 7. Cost 8lement Master Upload 9. Cost Center Master Upload :. Profit Center Master Upload ;. $#! "alances 'hru +*,/ &,. 0endor "alances thru +*54 &&. Customer "alances thru +*// &/. Customer Advances thru f*/6 &4. 0endor Advances thryu +*5; "efore uploading 0endor "alances you have to ta3e care of (<')'DS. Information. ****************************************************** the master data conversion how data will 2e provided, converted, uploaded= 2y who= when= the original system should runs any procedure 2efore= *the planned data conversion *the gudget data conversion *the actuals *the purchase documents related to pro>ects Consider that actuals, and purchase documents re?uire a deep analisys regarding the integration with the +I#C1#MM modules. During the conversion is re?uired any certification of the data= (hen the system will 2e availa2le to users= <ave the users the SAPguis installed and the networ3 settings properly setted=

. there is no master data. +ollowing is the master data elements relevant for PP% • • • "ill of materials @outing.******************************************************************************************************************** ******* Cutover plan is to plan the strategy for go*live regarding upload of master data.com#C!&///. 'his strategy should 2e followed for all production orders where lead time to complete the production order is not large. Customer and 8-cise etc User 'raining 2y Core 'eam Cost @oll ups and 0alidations * 'est Upload of Master Data in Se?uence on 'est Start entry of 1pen Sales 1rders. opening 2alances.pdf ******************************************************************************************************* Cut over activities to 2e followed )for PP * Discrete Manufacturing. All the open production orders should 2e closed and semi finished goods should 2e dismantled and should 2e added to @aw materials. http%##hosteddocs. only master data shall 2e migrated to SAP. In the &st Stage.. @efer 2elow sample cutover chec3list. +ollowing are the diffrent cutover Activities. Production Planning # Master data% +or Production planning.ittool2o-. dates.. Purchase 1rders in Prod Stoc3 'a3ing Activity at Plant Stoc3 Upload with SAP Material Code. Communication to 0endor.9. ideally there should not 2e any wor3 in process. as on $o*!ive Dates "ac3 up of !oaded Production Server $o !ive Availa2ility of all 2alances +I "alance uploads )+or 2oth ledgers# su2ledgers# assets# customers# vendors.. 'ransaction data% As of the cut off date. following can 2e the strategy for migrating the data to SAP% . 2ac3 up etc. 0alue and Storage !ocation as on $o*!ive Date 8nter Cash "alances as of $o*!ive Dates 8nter 8-cise 2alances as of $o*!ive Dates with monthly duty payment for March Configure Cut off 8-cise Bum2er @ange )8-cise Invoice. Auotation. Since. Aty. (or3 Centres. responsi2ilties. the production orders are for longer duration and it is not possi2le to dismantle the product and add it to inventory. 8n?uiries. @$ registers.

Dou need contingency planning for if things go wrong. 1pen sales and purchase orders also have to 2e 2rought across. Dou may also need to load your 2udget.e. I usually 2ring A@ open items across 2efore AP and $! and AA come last..6#//#sap*go*live*strategy# ******************************* It Involves deciding which tools you will use e. how do we 2ring in the P ! . 1h. and I always load in the last period of the old system and roll forward * i. for a Fanuary &st $o*!ive I load as at 4&st Decem2er and use SAP standard functionality to 2ring 2alances and 1I forward into the new year. Dou need to do test uploads in a AA system. Create @outing for rest of the production process. etc. so there is personnel planning to do to have the right people availa2le at the right time. Create a 2ill of material )which will 2e used only for this production order. ******************************************************************************************************************** **** 'he process involved when the company is going live in mid year. "ring the wor3 in process material into inventory as of the cut off date.#. CA''.info#/. !SM(. Dou need decisions on when you will cut off and esta2lish these items and when you will do the physical transfer. A"AP etc. If you have stoc3 and A@ 1I in your system you can 2ill and do credit chec3s.. Dear*end tends to 2e a time when people have vacation and then come 2ac3 and go straight into year*end closing. +or all 2alance sheet items you need transit accounts which act as contra accounts for the 1I and 2alances loads and Eero out if everything is 1C. Dou need to prioritiEe this..g. etc. Create the production orders in SAP for the (or3 in process and issue materials to production order. Stoc3 2alances are also priority. +or e-ample. Internal 1rders and commitments to consider.• • • • • Create a material master for the wor3 in process and set the standard price as the cost incurred for that product )ie. Dou should also get someone wor3ing on data scru22ing as soon as possi2le so that you do not load a heap of ru22ish. Complete the production process after the cut off date of the pro>ect *********************************************************************************************************** http%##sapdocs. (or3 in process. If going live mid*year you need to consider the P ! account cumulative 2alances and cost centre # profit centre history. Dou may have open ("S elements. including this material and other materials still to 2e consumed.

'here are several tools you can use to upload from 8-cel including !SM( and CA''. then you simply 2ring over the 2alances from the '" at the end of the last period 2efore $o*!ive. o2viously.& $o*!ive we had a >unior accountant doing this over a 9 month period 2efore $o*!ive. /*weGll ta3e the open items for customers as e-ample use the invoice in A@ module so the de2it will 2e customer and the credit will 2e the contra account related to ar open items.2alances from legacy to SAP. /nd for openning 2alances you should do&*create contra accounts in your C1A )create account group for it . 1n one pro>ect with an 1cto2er . 2y profit centre # cost centre. Usually the chief accountant wants the detail so that he has comparative figures for the first full year after $o*!ive. Dou load into each monthly period separately. old profit centre # new profit centre. If all the a2ove detail is not re?uired. vendors gl accouns and so on 4*you should care a2out the profit centers if itGs re?uired do not miss also for profita2ility analysis you should create internal order and lin3 it to profit cenetr and send you entries incloding that Internal order no. try to give me a detailed answer that to i can understand the 2asic idea and how do we upload opeing 2alances in to sap of $! A@ AP ABD Asset accounting &st custover data means % the data you should cut the entering in legacy system and use the last figuers of this data as opening for sap. within $! account. 'here is of course a mapping process 2etween old $! and new $!. 'his varies from company to company and depends largely on how much history you want to 3eep. 'his is usually done in a spreadsheet. ************************************************************************************************************* http%##sap. esp.7&475 could you plE. 1nce you have your spreadsheet it should fly into SAP without pro2lems. 'his has to 2e done first.com#groups#technical*functional#sap*acct#cutover*activities*and*opening* 2alances*&. An accountant is the 2est person to do it 2ecause he can chec3 the num2ers as he goes and he 3nows his accounts. no.ittool2o-. 2ut some people say to hec3 with that and do their comparisons in 8-cel. and if you depend on the profit center concept for "S or p l you should 3now the transaction 43eh and &3e3 and the transactions so you can 2uild the pc "S . old cost centre # new cost centre. SummariEed num2ers month 2y month are usually enough * you do not need individual transactions. tell me what do you mean 2y cutover activites and what are the cutover activities are involved in final preparation phase plE. range . If you want to 3eep all the C1 postings as well as +I then you have to analyEe the first half year and summariEe 2y $! account 2y month. and so on for others fi-ed assets . and.

It may 2e noted that this trial 2alance needs to 2e 2ro3en down profit center wise for the 2alance sheet accounts and cost center profit center wise for the revenue accounts )Profit !oss Accounts. Accounting 8ntries while data upload% &. open line item will 2e ta3en for A@#AP#+A J respective su2*ledger wise. 4. yours hany refaat ********************************************************************************** Cutover activities the name itself tells you cut the 2usiness data e-% legacy transactions are stopped from today onwards means today is cut date and will ta3e all 2alances as on todays date and upload into sap system 2y using !SM(.I 1pen 2alance $! HBo. +inancial Accounting% 'he following account num2ers will 2e used for the ta3eover of the opening data% 1pen 2alance assets HBo. 'hat includes upload the 2alances.. "DC. Customer Account )with actual reconciliation account Dr 'o 1pening 2alance J account receiva2les 4..I 'rial "alance%* &. Inventory AccountKKKK.. So C(IP accounts will 2e 2ro3en up accordingly. At the time of upload following entry will 2e generated.. C(IP will 2e uploaded asset wise.@eceiva2le 'a3eover% Account @eceiva2les will 2e uploaded customer wise and only the open items will 2e ta3en over to new system.Paya2le 'a3eover% .I Initial stoc3 uploads HBo. whereas.I 1pen 2alance of @eceiva2les HBo.'he certified trial 2alance as on HdateI will 2e ta3en over in the SAP system. sign off from end user. /.Inventory 'a3eover% (hen inventory will 2e uploaded. 8catt etc. It is part of final preparation at 5th phase in the ASAP methodology. following entry will 2e generated 2y the system depending upon the valuation class specified in the material master.I 1pen 2alance of Paya2les HBo.statment.'he "alance sheet items e-cluding A@#AP#+A will 2e ta3en as the closing 2alance. A@#AP line items will compulsory have payment terms.Dr 'o Initial stoc3 upload account /. user acceptance test etc.

'hese accounts shall 2e 2loc3ed for posting after the data ta3e on activity. the 2udget data for Cost center and Profit center also needs to 2e uploaded into the SAP system. to finaliEe your readiness to go live. At the end of the data ta3eover e-ercise.Dr 'o 0endor Account 'he invoice for such receipts shall 2e passed using the +I invoice 2oo3ing transaction and not through Materials Management. 'he verification of the invoice shall 2e manual. $@#I@ account% It would 2e ideal to ensure that all invoices relating to goods received 2e 2oo3ed in the legacy system 2efore the cut off date.1ther $! 'a3eover% All the $! Accounts )other than a2ove. 'his +inal Preparation . user training. will 2e ta3en over 2y de2iting # crediting to the account code HBo. 'he closing 2alance of 2alance sheet accounts will 2e ta3en over and the profit and loss accounts will 2e ta3en cost center wise. 7. Alternatively. system management and cutover activities.9Ne. 'his will not create any accounting entries initially and asset 2alances will 2e loaded. In case of Accounts @eceiva2le.Asset 'a3eover% 'he asset 2alances will 2e uploaded asset wise. all ta3eover accounts together shall show a LEeroM 2alance.sapfans.I )open 2alance $!. Accounts Paya2le. the following entry shall 2e passed in the production system% Corresponding Provision AccountKKKKKK. it should 2e ensured that the su2 ledger 2alances are tallying with the general ledger. Apart from the a2ove*mentioned data. 'his includes testing.com#sapfans#asap#2eN.htm Phase 4: Final Preparation 'he purpose of this phase is to complete the final preparation of the @#4 System for going live. In case of invoices relating to goods that have 2een received 2efore the go*live date. ***************************************************************************************** http%##www.Account Paya2les will 2e uploaded vendor wise and only the open items will 2e ta3en over to new system. and Assets. 0endor Account Dr 'o 1pen "alance J Account paya2les 5.. all provisions made in the legacy system relating to goods received 2ut invoices not received will have to 2e ad>usted against corresponding vendor invoices received after the go*live date. At the time of upload following entry will 2e generated.

2ac3up. standard courses that we use in our SAP training facilities worldwide. you are ready to run your 2usiness in your productive @#4 System. Also in Phase 5. 1n successful completion of this phase. Fig XX: "/# tec nical i$ple$entation c%cle In Phase 5 you simulate the productive operation of your @#4 System. the system administrators are trained and the networ3 administration. with the times that the services are availa2le. Computing Center Management System As part of setting up the Computing Center Management System )CCMS. 'hese courses are availa2le for multiple @#4 releases in up to &5 languages. 'he @#4 InfoD" contains over /7. +urthermore. since proper training is critical if the pro>ect is to 2e successful. you can purchase the @#4 Info Data2ase )InfoD". archiving. 'his includes creating the user documentation and training the end users. your end users go through comprehensive training. ena2ling you to provide application servers with improved response time for particularly important wor3 groups using time*sensitive transactions.. A high*level training plan should have 2een developed within the Pro>ect Preparation phase. 'opics include trou2leshooting. @#4 logon groups are now set up.. multimedia content. 'he last step will 2e to migrate data to your new system. the courses can 2e held. 1nce the site of the courses and the trainers have 2een chosen. the @#4 >o2 scheduling system needs to 2e configured. 'he technical environment is installed for the productive system and the pro>ect managers ma3e plans for going live. Fig. 2ut now more detail is added. Some of the tas3s involved here are configuring the printing facilities. 'o accelerate your training activities. conducting system volume and stress tests and conducting a going*live chec3. 'he training program is set up according to the num2er of users. and tools. and user management.phase also serves to resolve all crucial open issues. as well as alert monitors and 2ac3up schedules defined. a step of great importance. now need to 2e defined. In Phase 5. their location and their tas3s. as well as escalation procedures. Xx: Main work packages of P ase ! 'his phase 2uilds on the wor3 done in the previous two phases so that @#4 can 2e handed over to the individual departments for productive operation. Productive system printing procedures and spool administration procedures are defined according to the Systems 1perations Manual set up in the "lueprint Phase. 8nd*user training can 2e the area an organiEation spends the most time and money to complete. 1peration modes )resource configurations for each instance of the @#4 System. +inally. a 2lend of @#4. In particular a going*live chec3 is carried out and an @#4 <elp Des3 set up. tape management. 'he test plan contains all the most important situations that arise in the normal course of 2usiness% • • • 'esting conversion procedures and programs 'esting interface programs Conducting volume and stress testing . and capacity monitoring systems are prepared and tested. the system administration staff needs to 2e trained in a wor3shop session. Alert monitors and 2ac3up schedules are set up. including the transfer of data from legacy systems and user support in the startup phase.

Bow that the technical configuration for the productive system is finaliEed. In addition. SAP can considera2ly improve the availa2ility and performance of the customerGs live system. After a system goes live. Phase 5 also provides for the testing of the disaster recovery plan and of the procedures defined for the productive environment. Printers and other output devices are also included in the tests. At this point. it is necessary to refine and validate the cutover plans generated in the @ealiEation phase. System administration testing involves testing the activities of a System Administrator. the system settings )CustomiEing. inspect the configuration of individual system components. In the second step of optimiEation the transactions with high resource consumption are searched for and necessary ad>ustments made. CA'' is also used for ?uality tests during release changeovers and for simulating complete 2usiness processes. plans are drawn up for transferring legacy data. the technical application analysis provides information on how to speed up the core processes within @#4. and @#4 @epository o2>ects are transferred from the ?uality assurance system. adhering to a two*second average processing time to create a sales order. A conversion chec3list for transporting all changes into the productive system is provided for all the configuration settings to 2e imported. some fine tuning and eliminating of potential 2ottlenec3s is still necessary. chec3 print volumes or print layouts in printed invoices or purchase orders. "y analyEing the individual system components 2efore production startup. Among other things. GoingLiveTM Check 'he $oing!ive'M Chec3 involves an analysis of the ma>or system components of the @#4 installation with regard to system consistency and relia2ility. Re ining the Cutover At the end of Phase 5. Disaster downtimes are verified and details on de*escalation procedures are documented. administering corrections and transports. this includes tas3s such as the reviewing of the runtime of test runs to estimate runtime for the complete data siEe. SAP e-perts log on your @#4 System via a remote connection. reacting to @#4 System alerts and logs. CATT Test System 'he Computer Aided 'est 'ool )CA''. In the third step of verification. 'he results are logged in detail and then reviewed. +or this. 'his chec3 is performed in the productive operation system. 8nd users are included in the planning and e-ecution of the tests. can 2e used to automate test se?uences for 3ey 2usiness processes. and provide valua2le recommendations for system optimiEation.• • Conducting final user acceptance testing Developing a final go*live strategy 'he test situations are selected on the 2asis of importance and fre?uency of e-pected use. 'his is carried out four wee3s after going live with the @#4 System. for e-ample. the changes from the two prior sessions are validated. and automatic and manual data transfers to the productive system are carried out and tested. such as managing >o2 scheduling. 0olume testing also involves chec3ing the critical parameters for specific 2usiness procedures. their services and responsiveness can also 2e tested. If a third*party provider has 2een engaged for these services. in order to. for e-ample. .

It is located in the Cnowledge Corner of the ASAP CD. installing office and technical e?uipment and defining 1SS users. <ere you can also refer to the Data Transfer Made Easy $uide2oo3 created especially for this purpose. the cutover programs are ready and the application data is verified. 'hus you can ensure that SAP can provide optimal support throughout your going*live phase. although there are many factors to thin3 a2out after some consideration for me the top five are way ahead of the others. SAP offers the @#4 'oing(ive Custo$er Care Service. @ecently a client as3ed me what I would consider to 2e the five most important things one should consider 2efore em2ar3ing on an implementation. for e-ample. 2ut you will re?uire help des3 support throughout the productive life of your @#4 System. 'he help des3 is particularly important in the first wee3s after going live. An internal help des3 should 2e staffed and supported mainly 2y employees of the enterprise. 'his isnGt a simple ?uestion. As soon as you 3now when you will go live with the @#4 System or with new @#4 applications you should inform SAP. that the technical environment is in place. +or the last wee3s 2efore and first wee3s after the go*live date. Pro2lems which cannot 2e solved 2y this internal help des3 are forwarded to SAP via the &SS s%ste$.At this stage. Approval is now sought from pro>ect management and company senior management to start the cutover process. My top five factors to consider would 2e% . it is important to verify that re?uired tas3s have 2een successfully completed. Setting up a help des3 involves. accessi2le via SAPBet and 1SS. among other things.

. often for the purpose of determining how to get from one state to a new state. $AP must 2e closed 2ut software cannot 2e written therefore a wor3around is re?uired. A gap is sometimes spo3en of as Pthe space 2etween where we are and where we want to 2e.P $ap analysis is underta3en as a means of 2ridging that space. Cut &ver Plans Detailed plans need to 2e developed for cutting over from the old system)s. $AP must 2e closed and customised software can 2e developed close the gap. 'he Change 'eam will identify the gaps 2etween the pac3age and the 2usiness re?uirements. +or each gap there will 2e one of three outcomes which must 2e recorded and actioned. /. Secure the resources. <ave detailed Cut 1ver Plans. 8arly involvement 2y the end users is a2solutely necessary. convert and watch for a period after wards to ensure nothing une-pected happens. implement the software in the 2est way possi2le for the organisation set up and tune the software for the particular technical environment. 'rain the users. 'he 'echnical 'eam will prepare the systems environment for the pac3age. train the users to ensure implementations is smooth as possi2le into the 2usiness. 'he Pro>ect "oard will meet regularly to ensure that the pro>ect plans are created and 2eing e-ecuted as planned. Set up a Pro>ect "oard. 'he Pro>ect "oard will consist of the sta3eholders. 'he Pro>ect "oard is part of the governance of the pro>ect. 3ey users and the vendor. 7. )rain -sers (ell trained users will support and defend the system on site. 4. Parallel runs of what will happen over the conversion period using test data. Unsupportive users will continually undermine the system and eventually it will 2e replaced. $AP does not need to 2e closed. 'herefore the more effort you put into helping the users master the system early the 2etter. . as they will 2e the ones living with the system for hopefully many years to come. Actual gap analysis is time consuming and it plays vital role in 2lue print stage. change team and technicians. moves from stage to stage with all the delivera2les 2eing signed off is resourced properly. 'hey will want to feel involved in its implementation. "uy in from the end users of the system is a2solutely essential if the system is to have a long and sta2le life in any organisation. gap analysis is the study of the differences 2etween two different information systems or applications )e-O e-isting system or legacy system with Client and new is SAP.&. ) e "esources 'hree types of resources are a2solutely necessary ** end users. In simple terms% $ap means small crac3s. In SAP world. 'a3ing each one in turn% ) e Pro*ect +oar. to the new. 'AP Anal%sis A through gap analysis will identify the gaps 2etween how the 2usiness operates ad its needs against what the pac3age can canGt do. In information technology. 'he correct set up and operation of the Pro>ect "oard in my view is ma>or factor in the success failure of the pro>ect. Complete the $AP Analysis. re* engineer some of the 2usinesses process to cope with the pac3age. 5. apply any software fi-es from the vendor.

@ollout means QInauguration or initial e-hi2ition of a new productR. @ollout strategy is the most important decision that a client can ma3e during SAP implementation. 0endor Master Upload 'hru "DC 1r !SM( )(ill 2e 'a3en Care "y MM. As per SAP specific definition. Bormally. and e-tended one co code to another company code +s. . you have to only Upload the "#S Items. $#! "alances 'hru +*. As per that. 5. Asset Master Upload)'hru As6. If you goling live at the middle you have to upload the all P ! Account items and "#S Items.ifference /etween t e -ser Exit 0 'ap anal%sis. 0endor "alances thru +*54 &&. 0endor Advances thryu +*5. 7.Explain Cutover Activities/Strategies in SAP FI. Cutover Activities or Master Data Uploading Strategies Depending upon the when we are going live.. its not new functionality which we are trying to 2uild in sap 2ut its slight enhancement within the same code. 1 at is roll out of SAP Pro*ect2 As per dictionary. or * $o live in se?uence of phased manner * 1r to go for the com2ination of 2oth )phased manner implementation for some of the countries and 2ig*2ang for others. Cost Center Master Upload :.. User e-its are standard gate ways provided 2y SAP to e-it the standard code and we can write our own code with the help of A"AP wor32ench. steering committee decides the rollout strategy. Customer Master Upload 'hru "DC or !SM( )(ill 2e 'a3en Care "y SD. $#! Master Upload 'hru "DC or !SM( )'C*+s. @ollout strategy normally include the following * (hether to implement SAP simultaneously )also 3nown as 2ig*2ang. "oth are ?uiet a different and have a small relation.. Cost 8lement Master Upload 9./ &.&. in all the countries. Information.. rollout is the strategy for international SAP implementation. /. Profit Center Master Upload . Activities for $olive% &. "efore uploading 0endor "alances you have to ta3e care of (<' )'DS. 'hose gaps can 2e closed either 2y re*engineering of 2usiness process to fit with SAP or we have to use US8@ e-its in case of small deviations or complete enhancements with the help of A"AP to fit with the SAP system. you have to give the information to your core team. Customer Advances thru f*/6 &4.. Customer "alances thru +*// &/. $ap analysis is start point of @ealiEation and once 2lue print is finished we have to find the realiEation of sap system for client re?uirement and there will 2e certain gaps when compared to system fit. 4. If you going live at the financial year start. .

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