Customer-Vendor-Integration (CVI)

Implementation of the SAP Business Partner with CVI

In SAP S/4HANA, the SAP Business Partner is the leading master data object instead of customers and vendors. This is intended to facilitate the maintenance of master data and the harmonization of data and processes. Companies planning to upgrade their SAP system from SAP ERP to SAP S/4HANA via a Brownfield Transformation must convert existing customers and vendors into a business partner in advance.

The following sections describe how Customer Vendor Integration (CVI) supports to convert customers and vendors to the SAP Business Partner and what options are available in this context.

What is Customer-Vendor-Integration

Customer-Vendor Integration (CVI) serves as an interface between the leading entity in SAP S/4HANA, the SAP Business Partner, and the dependent objects of the debtor/customer and the creditor/vendor. In this context, the CVI has different roles, depending on different phases:

As part of a Brownfield Transformation to S/4HANA or as a separate pre-project, CVI ensures the correct conversion of customer and vendor master data. This master data is converted into the respective business partner roles. Dependent contact persons can be converted at the same time to a separate business partner with a relationship to the respective customers or vendors.

As soon as the conversion of the customers and vendors to the business partner has taken place, the CVI will continuously synchronizing the master data. Until the transformation to SAP S/4HANA is intended, customers and vendors can continue to be created in SAP ERP as usual. The business partner is synchronized by the CVI in the background. By switching to SAP S/4HANA, the business partner is the leading entity, so that customers or vendors can no longer be created directly by the business users, but are synchronized via the CVI.

Conversion scenarios for linked customer/vendor

A main challenge when converting customers and vendors to the business partner is determining the number range logic as well as mapping from the previous account groups to the business partner groupings. Since data harmonization is an important function of the business partner, it is already possible to merge customers and vendors, representing the same company, into a single business partner during the conversion by the CVI. The prerequisite is that the master data are linked to each other via the corresponding debtor/creditor field. The following conversion scenarios for linked customer/vendor may further increase the complexity of the number range logic of the CVI concept.

In the example, “Example Inc.” is listed in the SAP system as Customer 1000 and Vendor 4000 respectively. Depending on the conversion scenario, the CVI creates different SAP Business Partners.

In this scenario, a single business partner is created by CVI for both the customer and the vendor. Both newly created business partners have the same number as the dependent customer or vendor.

In this scenario, a single business partner is created by CVI for both the customer and the vendor. Both newly created business Partner have a different number from the dependent customer or vendor.

In this scenario, only one business partner is created by CVI for the customer and the vendor. The newly created business partner receives the same number as the dependent customer.

In this scenario, only one business partner is created by CVI for the customer and the vendor. The newly created business partner receives the same number as the dependent vendor.

In this scenario, only one business partner is created by CVI for the customer and the vendor. The newly created business partner receives a different number as the dependent customer/vendor.

Possible project phases during the implementation of the SAP Business Partner

Depending on the existing account groups and number ranges of customers and vendors as well as possible enhancements, the conversion of customer and vendor master data to the SAP Business Partner can be a time-consuming and complex sub-project within the scope of the S/4HANA transformation. Therefore, it is recommended to execute this conversion already in a pre-project to reduce the complexity of the S/4HANA transformation and reduce downtime during the system upgrade.

In the following we would like to highlight a possible project sequence, which led us through different successful projects with our customers. You can find more information in the respective project phases.

An elementary preparation for the CVI is the data cleansing. This includes e. g. the definition of which customers and vendors should be included in SAP S/4HANA or in the SAP Business Partner. Customers and Vendors that should not be converted can be archived in advance of the CVI. In addition, some CVI data consistency checks can be used to find out if data inconsistencies would prevent conversion to the business partner, so that this data can already be adjusted. In addition, possible duplicates should be identified and harmonized in this phase. For this purpose, we have a self-developed duplicate verification tool at our disposal. This tool can also be used to identify non-linked customers/vendors, which, represent the same company. Identifying these master data makes it possible to trace the link, which is the prerequisite for merging into a common SAP Business Partner.

In the self-developed duplicate verification tool, the business user can determine at how many matches the tool will identify two master records as duplicates. The basis for this is the comparison criteria shown in the screenshot. According to the example, two sets of master records would be identified as duplicates if, for example, the name, address, and VAT number are identical. In addition, it is possible to further specify the selection. Blank fields can be ignored during the check, master data with a deletion flag can be explicitly included or excluded, and the check can be used to identify possible missing links between customers and vendors.

Regarding the concept and customization of the CVI, an extensive analysis of the system characteristics of the account groups of customers and vendors, their respective number-ranges as well as dependent contact persons, incl. the contact person attributes as well as the corresponding quantities are essential. This forms the basis for the following concept.

Important decisions are made in the concept phase, such as: which conversion scenario is to be used for linked customers/vendors. The business partner groupings and the number range logic are defined, and the mapping of contact person attributes is discussed. Other activities include the definition of the respective business partner roles, which will be created based on the dependent account group, and the coordination of user permissions.

The CVI-Customizing is the essential activity of the technical preparation phase. This forms the basis for the conversion and reflects the concept. This phase also includes the implementation of system extensions for business partner maintenance as well as extensions for the conversion.

After the data cleansing, the concept and technical preparations have been completed, and possible interfaces have been deactivated and transactions have been blocked for the business users, the customer and vendor master records can be converted to an SAP Business Partner. Depending on the conversion scenario chosen, it is necessary to first convert the customers or the vendors based on a conversion sequence in order to achieve the desired numerical equality. If there are isolated errors during the conversion, they can be processed via the Post Processing Office (PPO).

The CVI cockpit can be used for an organized execution both for data cleansing and analysis, but in particular for the conversion of customers and vendors to business partners. In addition to preparatory tasks such as checking the consistency of master data and customizing, business users can execute some functions as e. g. the suppression of certain field checks or the definition of a lead legal unit for linked customers/vendors.

After the preparations are finished, you can execute the conversion in the following tab “CVI Load“. All interfaces and maintenance transactions should be deactivated or locked. If this is the case, the conversion of existing customers/vendors can be started. The CVI cockpit also provides the option to navigate to the Post Processing Office (PPO) to identify and re-process incorrect conversion cases. Once the completeness of the mass conversion is ensured, the interfaces and maintenance transactions can be released. In the future, the activated CVI will continuously synchronize new customers/vendors and new business partners, so that you are optimally prepared for an upgrade to SAP S/4HANA.

Would you like to be advised?

We would be happy to discuss your request with you in an introductory meeting and show you the best options. Arrange an appointment with us right away. We look forward to meeting you!

Contact

Rico Just
SAP Consultant
Phone: +49 (0)40 53302-0
E-Mail: rico.just@cimt-ag.de

Business Cases

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