Customer Name

Document Title

FUNCTIONAL SPECIFICATION – CONVERSION

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© 2024 SAP SE
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 Functional Specification – Conversion Customer Name

[How to use the Template: This chapter gives only explanations on the template. Remove it before
completing the template.
Blue text is always intended as instructions, guidelines, explanations, hints, and tips. It should always
be removed from the template for the project.
Update Fields in Document: If you want to update all fields, press "CTRL+A," then "F9". You will get
pop-ups sequentially, which ask you for the new values. Afterwards go to the footer area, then press
"CTRL+A" and "F9" again.
Top-level chapters may not be deleted or inserted; required additions should be made as sub-
chapters to existing chapters to provide a consistent representation of this document to the customer.
To keep the numbering of the chapters consistent over all specifications (of the project), do NOT
delete top-level chapters that are not relevant in a concrete document; only mark them as not relevant
(that is, add “not relevant” or “not applicable”).]
[Document Version Status has four values: Draft, Ready for Review, Reviewed with Comments and
Final. If the document send by an Author(s) without an intention of a Review should have a status as
Draft. A Draft document may have some incomplete sections.
If the document send by an Author(s) with an intention of a Review should have a status as Ready for
Review. All the sections in the document are expected to be completed in this case.
Reviewer(s) should set only two statuses:
 Reviewed with Comments – if documents needs to send the document to Author(s).
 Final – marks the acceptance of reviewer for the document.]
You can for example number the appropriate versions as follows:
0.1 Draft
0.2 Ready for Review
0.3 Reviewed with Comments (in case document is send back to author(s)
0.3 Ready for Review (in case of major changes)
1.0 Final

In case of fundamental changes:

1.1 Draft (new draft version that has to pass a review again)
1.2 Ready for internal review
1.3 Ready for Review
2.0 Final

Normally, a conversion refers to the data migration of a master data or a transactional data object
within a new implementation of an SAP solution. In larger projects there is a specific data migration
team taking care about the actual data migration activities. Nevertheless, it is recommended that the
functional experts fill out this functional specification for each object to be migrated and then hand
over this document to the data migration team.

In SAP S/4HANA projects, the data migration is usually done by using the S/4HANA Migration
Cockpit. In this case, not all sections need to be filled.

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© 2024 SAP SE
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 Functional Specification – Conversion Customer Name

Contents

1 Document Organization................................................................................4
1.1............................................................................................................ Document Log
...................................................................................................................................... 4
1.2............................................................................... Integration, Document Reference
...................................................................................................................................... 4

2 Functional Description.................................................................................4
2.1....................................................................................... Authorization Requirements
...................................................................................................................................... 5
2.1.1 Definition 5
2.1.2 Defined Fields 5
2.1.3 Procedure 5
2.2....................................................................................... Dependencies / Constraints
...................................................................................................................................... 5
2.3............................................................................................................... Assumptions
...................................................................................................................................... 5
2.4............................................................................................... Security Requirements
...................................................................................................................................... 5
2.5................................................................................................... Transaction Volume
...................................................................................................................................... 5
2.6.................................................................. Initiating Process / Transaction / program
...................................................................................................................................... 5
2.7......................................................................................................... Processing Type
...................................................................................................................................... 6

3 Detailed Description......................................................................................6
3.1.................................................................................................... Source Data Layout
...................................................................................................................................... 6
3.2..................................................................... Mapping SAP Fields to Source / Target
...................................................................................................................................... 6
3.3.................................................................................................................... Reporting
...................................................................................................................................... 7
3.4............................................................................................................ Error Handling
...................................................................................................................................... 7

4 Reconciliation Procedures & Audit Requirements....................................7

5 Open Issues in Functional Design...............................................................7

6 Business Test Conditions............................................................................7

7 Related Documentation................................................................................7

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 Functional Specification – Conversion Customer Name

8 Review Checklist...........................................................................................8

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© 2024 SAP SE
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 Functional Specification – Conversion Customer Name

1 Document Organization
This section provides details about this document, previous version(s) of this document and the
document(s) referred.

1.1 Document Log

[Please specify information about version changes in the following table. The first version should be
specified in the first row and the current (latest) version should be specified in the last row]
See the explanations on page 1 for information about versioning.
The Version Created by details should be specified as:
First Name followed by Last Name
Email
Company]
Following table mentions the version changes and the processer(s):

Version Created
Versio
Status Date by (Name/E- Role Comments
n
Mail/Company)

Click here Choos

Choose
to enter a e an
an item.
date. item.

Click here Choos

Choose
to enter a e an
an item.
date. item.

1.2 Integration, Document Reference

[Reference to other content-related documents. For example:
Reference to solution proposal or business process description,
References to other specifications of the same project,
References to documents of earlier project phases,
Following documents are

Referred
Referred Document
S. No. Document Referred Document URL (Optional)
Name
Version

The documents listed here are explicitly not part of this Functional Specification. They are not
automatically accepted together with this Specification, but may be subject to a separate
customer/SAP acceptance.

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© 2024 SAP SE
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 Functional Specification – Conversion Customer Name

2 Functional Description
[Provide a high level description of the program and the business requirement that will be addressed.
Example: The program will allow users to upload material master]

2.1 Authorization Requirements

[Please fill this section if there are special Authorization Requirements; else mention N/A. Every
authorization object needs to be documented to provide the security administrator information on the
purpose and use of the object. The following sections are the minimal documentation requirements.]

2.1.1 Definition
[The definition establishes the purpose and or use for the object. Mention a standard object available
to be used or custom authorization object to be created (if needed).]

2.1.2 Defined Fields

[The defined fields should be listed with the valid values to be used. (Like Activity 01/02/03)]

2.1.3 Procedure
[The procedure section helps to explain how this object is to be used. Examples with field values and
explanations should be provided.]

2.2 Dependencies / Constraints

[Please indicate any constraints that may impact the conversion development, such as limited access
to legacy system, time constraints or data restrictions etc.]
[Please indicate any dependencies that may impact development, in terms of requirements from
internal or external applications or teams
Also, please specify any interface or batch jobs that must be run prior to execution and dependent
jobs/ operations.
Include any predecessors or successors (data, configuration, development objects, etc.]

2.3 Assumptions
[Describe any assumptions that have been made in the process of completing this design. What
functionality is expected of configuration or other developments that pass information to this
conversion and/or retrieve the information processed by it (performance, triggers, exceptions, etc.)?]

2.4 Security Requirements

[Please describe any security requirements or system checks that should be performed to ensure
complete and accurate operation of this conversion
Example: Data transferred across this conversion will be sensitive HR information]

2.5 Transaction Volume

[Please provide an indication of the expected number of records that will need to be transferred using
this conversion
Example: The expected number of records transferred will range between 10000.]

2.6 Initiating Process / Transaction / program

[Please describe the triggering process for this interface, which could be a fixed time schedule or a
specific event / action. Also describe the initiating SAP Transaction and Program where applicable.]

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 Functional Specification – Conversion Customer Name

2.7 Processing Type

[Please indicate the type of processing used by the Interface; i.e. Batch, Real Time etc.]

3 Detailed Description
[Please provide a detailed description of the Conversion. Please provide additional details for custom
development requirements (Process flow diagram, detailed description of data manipulations,
transactions required, screen flows) where appropriate.]

3.1 Source Data Layout

[Please supply details of the Non-SAP Source/Target Data]

File Name / Field

Field ID. Field Name Type Size
Table Description

3.2 Mapping SAP Fields to Source / Target

[Please provide details of the expected mapping between the Source and Target systems and SAP
fields. This can either be done within a table in this document or as an attached Mapping Document.
Specifications for the following elements should be present on the Mapping document (where
applicable):
 SAP Transaction
 SAP Screen number
 SAP Table name
 SAP Field name (functional)
 SAP Field name (technical)
 SAP field length
 SAP field type
 Mandatory / Optional flag
 Source / Target Field ID
 Source / Target Field Name (functional / technical)
 Source / Target Field length
 Source / Target Field type
 Mapping Details
 Implementation Comments]

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 Functional Specification – Conversion Customer Name

3.3 Reporting
[Please describe any reporting that is expected to be provided in support of this conversion, including
audit requirements]

3.4 Error Handling

[Include potential errors, notification procedures, and contingency procedures.]

4 Reconciliation Procedures & Audit Requirements

[Approach: Detail the method of data reconciliation e.g. reports produced in SAP
Metrics: Provide details on the metrics used to facilitate reconciliation e.g. Record Count]

5 Open Issues in Functional Design

[Please specify any open issues like missing functional information, users, details etc. which should
be discussed in in subsequent phases of the project. Any open issues when cleared should be added
to the relevant sections of this document in a new version.]

6 Business Test Conditions

[Please indicate the business level test conditions that should be used to verify successful operations
of the Conversion]
[Document all technical scenarios associated with this development. Examples would include 1)
testing an error-free run; 2) testing the exception processes; 3) testing the error handling.]
[Document all control scenarios associated with this development. Examples would include 1)
Rounding of dollars and cents; 2) Audit trail processing; 3) Reconciliation reporting]

Scenario # Input Selection Criteria Expected Result

7 Related Documentation
[Attach SAP Notes, emails, download of existing report, etc.]

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© 2024 SAP SE
Document Version
 Functional Specification – Conversion Customer Name

8 Review Checklist
Latest Customer Check Performed By

Latest Customer Check Date Click here to enter a date.

Latest SAP Check Performed By

Latest SAP Check Date Click here to enter a date.

Custom
SAP
Sl # Category /Check Criticality er Comments
Check
Check

1. General

Business process context

and the purpose of the
1.1 Medium
development within that
context is provided?

Has the source of the

1.2 Migration data been High
specified?

Has the expected volume

1.3 of data been specified in High
the FS?

Is the conversion program

1.4 to be executed online or in High
batch mode?

For Conversion Programs

1.5
with selection-screen: -

Are all the selection

1.5.1 High
criteria well defined?

Selection-screen
1.5.2 High
validations are specified?

Are all the customizing

1.6 dependencies for the High
development stated?

Expected Program Output

1.7 or Report Layout after Medium
interface run specified?

1.8 Mapping and High

Transformation Rules from
Source Structure(s) to
Target Structure(s)

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specified in detail?

Custom Dependent
objects setup detailed as
1.9 required for the conversion Medium
such as DDIC Tables /
Structures, etc.?

Optional - Are there any

preferred migration tools /
standard programs to be
used for the conversion
1.10 Low
such as LSMW / Data
Transfer Workbench,
Direct Input programs,
etc.?

2. File Information

Location of files: Desktop /

2.1 Application / File Server or High
both?

Type of Input/output File

(CSV, TAB, etc.), Number
2.2 of Files to be read/written High
with description regarding
the purpose of these files?

Is the file structure clearly

2.3 High
defined?

Sample data file(s)

2.4 High
attached?

In case if the file is to put

on application server file,
2.5 High
has the directory path
been given?

3. SAP Transaction Details

Details of the source /

target SAP application with
3.1 High
appropriate screenshots
provided?

Has information been

provided in the FS to
3.2 High
enable a Developer post a
test transaction?

3.3 Is there any preferred High

method for posting the

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transaction? BAPI/IDoc
etc.? If yes, has the
relevant information, if
available, been furnished?

4. Error Handling

4.1 Data Validation

Validations on input data

4.1.1 High
clearly specified?

Program behavior in
4.1.2 response to input data High
errors specified?

4.2 Posting Errors?

How should errors

4.2.2 captured during posting be Medium
treated?

Any specific program

behavior depending upon
4.2.3 Medium
the type of
error/exception?

Any specific requirement

to store conversion logs
4.2.4 Medium
permanently into custom
tables or archiving of logs?

Re-processing capability
4.2.5 High
specified if applicable?

File Management details

are specified in response
to errors exceptions? I.e.
4.2.6 High
handling / processing of
Input / Error / Archive / Log
Files?

Has the structure of the

output error log file given?
4.3 High
Like which fields make up
the error file.

Has it been specified

where we need to dump
4.4 High
the error file. Application
server/Desktop?

5. Testing Requirement

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 Functional Specification – Conversion Customer Name

Optional - Test
Preparations and specific
5.1 Medium
instructions for testing the
conversion embedded?

Check Successful?

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© 2024 SAP SE
Document Version