Complex Data Cleansing for a Digital Transformation from Oracle to SAP

Following the revised approach, it was decided that all payments to all stakeholders and creation of Sales Orders for automobiles as well as spare parts would be made through SAP S/4HANA, but the MM-related actions such as the creation of new Items, new Vendors as well as Purchase Requisitions, Contracts, Purchase Orders, Goods Receipts would continue in Oracle EBS till MM migration was completed.

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Chain-Sys prepared validations for cleansing of data maintained in Oracle EBS as shown below:

• For Customers & Vendors in EBS migrated as Business Partner in SAP, State was a text field in EBS without any validations. During migration, this became an issue as State (Region) in SAP was a validated field based on the country (eg. Karnataka is maintained as 29, Tamil Nadu as 33). But in EBS, the State was usually incorrectly spelt (eg. Karnataka was maintained as Karantaka, Karntaka, Karnatak, Tamil Nadu was maintained as Tamilnadu, Tamil Nad). Chain-Sys was able to cleanse the records by maintaining data correctly as per SAP standards.
• Postal Code in EBS was also a text field in Oracle EBS which allowed for extra characters to be input (eg. 641 037). Chain-Sys prepared a logic with our tool to validate the Postal Code as maintained in Oracle EBS based on the country and remove unwanted characters like (space) or hyphens, thereby migrating the correct data to SAP.
• Contact details such as phone numbers in SAP are validated and do not allow special characters (eg. “+” or “-”). Chain-Sys was able to prepare a logic to remove these special characters, thereby maintaining the contact details while staying within the validation rules of SAP.
• Item Number in SAP is character restricted to 20 characters due to the database structure. There is no character restriction for Item Number in Oracle EBS. Chain-Sys was able to truncate the data from EBS before entering it to SAP. For any duplicates available due to the truncation, it was handed by the addition of a “/1”,”/2” to differentiate.
• EBS AP invoice numbers are mapped to SAP Reference field, but the data for EBS AP invoice numbers had many user-entered special characters such as space, comma which made it difficult to move into SAP. The Business wanted to make the invoice numbers without any special characters when moved to SAP, so with the tool, we built a logic to cleanse all the invoice numbers as per the Business requirements.
• EBS AP invoice numbers, which are mapped to SAP reference was having many duplications in EBS, but when its moved to SAP there was a duplicate check which does not allow the same reference numbers with respect to the same vendor number. So the Business wanted to identify the duplicate invoice numbers and add suffix to the invoice numbers with /1 , /2 and so on. The same logic has been built in the tool and the data is being cleansed while extracting it.
• In EBS AP invoices had scenarios where if the invoice is posted against asset the budget code is wrongly entered with revenue budget and when invoice is posted against expense item and budget is wrongly entered with capital budget, so the Business wanted us to cleanse the data by loading into SAP with a dummy budget code for expense item and one for revenue budget. The same logic was built in the tool and the requested budget codes were moved into SAP.
• Some of the EBS invoices were posted without a Cost center when posting, but the Business wanted it to load the invoices into SAP with some cost centers as per the logics provided. So we built a logic to cleanse the data with no cost centers and uploaded it with the requested cost center.

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