Cutover Strategy In SAP FICO

Here we try to comprehensively cover the SAP Go live strategy as a reference guide as every
business are unique and as a SAP FICO Consultant, you need to adjust accordingly.
SAP FI/CO Tips
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The Go Live strategy comprises of the following:-

1) Cut off procedure

2) Pre-Go live checks.

What is meant by cut off date?

SAP system is configured as per the requirement of the client. The system is ready for the client
to use. 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 old system is switched off and the new SAP system is switched on.

The data will be migrated from the old system to SAP. The data will henceforth be entered in
the new SAP system.

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?

Let proceed then.

Scenario

A Ltd. is a company implementing SAP system.

The company follows a January - December period for preparing financial accounts.

Therefore the go live data decided for A Ltd is 2nd January 2096.

The Trial balance will be uploaded with date as on 31st December 2095.

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 activities are divided as follows:-

1) Pre Go live activities

A Ltd will upload the GL codes, cost elements in the production system on 1st December 2095.

A Ltd will complete upload of all the material masters with all the views in the production
system by 2nd December 2095.

All Bill of Material, Routings will be uploaded in the production system by 4th December
2095.

The material masters for raw and packing material will be uploaded with the moving average
prices on 4th December 2095.

The cost center Plan will be uploaded, allocation cycles and activity price calculation will be
done by 6th December 2095.

Product cost calculation will be conducted from 7th Dec 2095 to 20th December 2095 to get the
correct cost calculation from system.

All other masters will be uploaded into the production system from 5th December 2095 and
completed by 18th December 2095.

2) Cut off activities

The company closes it sales on 26th December 2095.

The company stops all its stock movement on 26th December 2095 up to 1st January 2096.

All open purchase orders will be uploaded on 28th December 2095.

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 2095.

The company closes it old (legacy) system on 30th December 2095.

The stocks will be uploaded on 31st December 2095 and 1st Jan 2096.

The standard cost estimate will be marked and released on 2nd January 2096.
The system is available for data entry and operation to the users from 2nd January 2096.

Accounts Receivable open items will be uploaded from 1st January 2096 to 3rd January 2096.

Thus Accounts Receivable is available from 4th January 2096 to account for customer
incoming payment.

Accounts Payable open items will be uploaded from 3rd January 2096 to 4th January 2096.

Accounts Payable is available for payment from 5th January 2096.

Fixed assets are uploaded on 5th January 2096.

The Remaining GL Balances are uploaded on 7th January 2096.

Thus entire data take over activities are to be completed by 7th January 2096.
 
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. Master data Load into Production system

We will broadly cover the master data which needs to be loaded and the module responsible.

Material Master (SAP Material Management)

Basic responsibility MM: All the respective views of the material masters the other modules responsible . Ensure that
all the required views are uploaded.

GL codes - FI

Customer Master - FI (accounting view) and SD (sales view)

Vendor Master - FI (accounting view) and MM (purchasing view)

Cost elements - CO

Secondary cost elements - CO

Profit centers - CO

Cost center - CO

Activity type - CO

Bill of Material - PP

Work Center/ Resource - PP

Purchasing Info Record - MM

Service Master - MM

Bank Master - FI

Quality Info Record - QM

Quality Inspection plan

2. Upload Cost center plan

Cost center plan must be updated through transaction code KP06 or using excel upload.

3. Execute the allocation cycles within cost center accounting

The plan allocation cycles (distribution, assessment) must be executed within the cost center accounting module. This
will allocate the costs from the service cost center to the receiver cost center.

4. Update planned activity

After executing of the plan allocation cycles, the production cost centers are now ready with the planned costs.

You can now calculate the activity prices through the system or manually update the planned prices by calculating it
outside.

The planned activity must be updated through transaction code KP26.

Calculate the activity prices using transaction code KSPI.

6. 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. This should be run after all the BOM and Master recipe are uploaded.

The product cost finalization takes a long time and should begin well in advance before the go live date. 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.

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, incorrect base unit quantity in the Bill of Material.

3) Incorrect quantities (hours, KWH etc.) for activities in the Routing or Master recipe.

4) Incorrect alternate unit of Measure

The product costing is calculated and made ready. The actual Mark and release will happen on after the stocks are
uploaded into the system.

B) Pre-Go Live activities

1. 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. Request relating to reports being developed can be transported as and
when the reports are ready.

2. Ensure all the number ranges for all the modules have been maintained in the production system.

3. Ensure that Operating concern has been generated.

4. Ensure that all the Customer Master data is loaded.

5. Ensure all material masters (all material types) have been loaded.

6. Ensure that all the Vendor Master data is loaded.

C) Upload transaction data into system

1. 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.

2. 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. The stock quantities are uploaded using movement type 561 through an ABAP program which calls transaction
MB1C.

2) Raw Material, packing Material, stores and spare parts: The quantities and values are uploaded at the same time
using 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. Mark and Release the cost estimate

After the stock is uploaded into the system, the standard cost estimate will be marked and released into the material
master using transaction code CK40N.

4. 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 profit center is captured in the data take over account. Baseline date must be captured,
which will determine aging based on number of days mentioned in the payment terms.

The accounting entry for Accounts Receivable open item upload is:-

Customer a/c (not GL) Debit

The accounting entry for Accounts Payable open item upload is:-

Data takeover a/c Debit

Vendor a/c (not GL) Credit

5. 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. The total cost
and accumulated depreciation are also uploaded at the same time.

This is done through transaction code AS91.

We will explain how it is done.

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.

5.2 Transfer Asset balance into profit center

Once the asset master along with the values is uploaded, the opening balance for the asset needs to be transferred to
profit center.

The asset balances opening balances are transferred into profit center accounting through transaction code 1KEI.
5.3 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, which will duplicate posting into PCA for the assets.

5.4 Update the FI entry for asset through transaction OASV.

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 100,000

Accumulated depreciation a/c Cr 30,000

Data takeover a/c Cr 70,000

5.5 Reinstate the GL codes for asset in 3KEH

After passing the entry for asset upload update the asset reconciliation accounts in transaction code 3KEH.

6. Upload General Ledger account balances

Finally we upload the remaining General Ledger account balances other than Fixed Assets, Stock, Accounts
Receivable and Accounts Payable. This is again uploaded through an LSMW program which calls transaction code F-
02 GL.

Posting.
Let us take an example for the accounting entry passed:-

Data takeover a/c Debit 550,000 (Balancing figure)

Cash a/c Debit 10,000

Bank a/c Debit 50,000

Advances Debit 90,000

Share capital a/c Credit 100,000

Short term Loan a/c Credit 200,000

Long term loan a/c Credit 400,000

The Data takeover will become zero on upload of this entry.