Conversion Strategy

JDE to SAP GL accounts and balances

Conversion Strategy
JDE to SAP GL
accounts and balances

Prepared by Sridhar Vasudevan

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Conversion Strategy
JDE to SAP GL accounts and balances

Table of Contents
Introduction................................................................................................................ 3
Objective.................................................................................................................... 3
Guiding Principles/Assumptions.................................................................................. 3
GL Master Data........................................................................................................ 4
Transactional data................................................................................................... 4
Classification of GL accounts and their treatment for conversion...........................4
Details of Conversion strategy................................................................................... 5
Convert beginning balances for Fiscal Year 2029....................................................5
Carry forward of balances....................................................................................... 6
Posting net change balances for FY 2029................................................................6
Revenue & Cost of Sales......................................................................................... 7
Accruals made in JDE............................................................................................... 7
Document Type....................................................................................................... 7
Prior period Expense............................................................................................... 7
Data Reconciliation (Simulation)................................................................................ 7
Data cleansing............................................................................................................ 8
Time line/milestones for GL Data Migration................................................................9

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Conversion Strategy
JDE to SAP GL accounts and balances

Introduction
One of the critical steps in the rollout of an SAP financials is data conversion
planning and preparation. Data conversion is the translation of data from JDE format
to SAPs so that it can be used in SAP system. The data conversion approach is a
very important step that lays out the principles and guidelines for the GL data
conversion process. It requires mapping legacy data to SAP, as well as cleansing of
it in order to pass the SAP validations and controls.

Objective
This document outlines what GL data needs to be converted, how it is to be
cleansed, and how it will be converted and loaded into SAP General Ledger. The
primary objective of this document is to outline the overall approach to be used to
convert the required GL Master and Transactional Data from legacy system JD
Edwards to the MNQs SAP Solution.
Re-organizing JDE GL Master Data and Balance conversion is complex, because it
involves converting a large set of JDE GL accounts together with the combination of
Business Units that are to be mapped to SAP GL account and Cost Centers.
Following the mapping, transactional database for the past six months need to be
uploaded. With the go-live on 11/1/28 the past six months of the fiscal year 2029
include May October, 2028. This process shall ensure that past earnings already
submitted through JDE is not altered. This means converting several hundred rows
of balances for GL/Cost Center combination need to be kept in synch with the
legacy system, JD Edwards.

Guiding Principles/Assumptions
Automated conversion is necessary to address this large volume of data. JDE GL
accounts, business units and balances are formatted into a temporary excel data
files, validated, transformed (if needed) and loaded into the SAP system. Automated
conversions require definition of clear rules in order to develop the corresponding
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Conversion Strategy
JDE to SAP GL accounts and balances
program. It assumes only posting to cost centers, if required we may need to
evaluate WBS elements as well.
A custom SAP table is required for a data conversion with respect to mapping of JDE
GL to SAP which the SAP Project Team has issued a specification to develop using
ABAP language (SAPs programming language).

GL Master Data is information that is relatively stable and changes only

occasionally. Mapping the JDE GL to SAP GL is critical and the process that shall be
stored in an SAP custom table. For every unique combination JDEs Business Unit,
GL account and Sub account, there will be a corresponding SAP GL account with a
cost center or profit center associated with it.

Transactional data is information that is recorded in the course of completing

business processes by executing JDE transactions. Transactional data is very
dynamic and hence can only be loaded in the final steps of the cutover process (just
before Go-Live) so that current business activities are less impacted with the
implementation of the new system.
Monthly reporting has been done and reported to JDE for consolidation for the prior
months of May September 2028 and will be continued till end of October 2028.
Hence it is mandatory that the balance upload do not alter the values that
have been already reported.
October 2028 close in JDE needs to be done prior to conversion for US and Canada
operations. If forward mapping is planned then for the entire world.

Classification of GL accounts and their treatment for

conversion
Income Statement
Expense accounts
Revenue accounts
Balance Sheet
Asset accounts
Liabilities accounts
Bank accounts
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Conversion Strategy
JDE to SAP GL accounts and balances
Equity/Retained Earnings
Sub Ledger
Accounts Payable
Accounts Receivable
Inventory
CIP

Details of Conversion strategy

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Conversion Strategy
JDE to SAP GL accounts and balances
Convert beginning balances for Fiscal Year 2029
The opening trial balance for the fiscal year 2029 shall be extracted from JDE
Edwards in the file format provided to the business. The amount fields on debit and
credit shall not contain commas. At the end of the file after the last record a trailer
shall be included with the total number of line items to be processed along with the
total of debit and credit balances.
Period

Fiscal
Year

JDE
Company

JDE
Business
Unit

JDE GL
Account

JDE Sub
Account

Debit

Credit

These balances would be initially uploaded into period 12 of 2028 with a posting
date of 04/30/2028.

Carry forward of balances.

We shall carry out the carry forward of balances, a part of fiscal year end process for
FY 2028 for the company codes of US and Canada. This process will ensure the
beginning balances for FY 2029 are in place without affecting the net change
balances for the month of May 2028. To this, we shall process the SAPs transaction
code F.16 for regular ledger.

Posting net change balances for FY 2029

Convert period accounting balances for FY 2029 year to date.
May July
The net changes for the periods January till July shall be uploaded into SAP as a first
batch. An automatic upload program is being developed to read the extraction file
and process.
In production system, these will be uploaded and Business shall sign off by August
25.
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Conversion Strategy
JDE to SAP GL accounts and balances
August
The net changes for the period August 10 shall be uploaded into SAP as a second
batch.
In production system, these will be uploaded and Business shall sign off by
September 28.
September
The net changes for the period October 28 shall be uploaded into SAP as the final
batch. A soft close shall be performed by the Business by 29 th of October.
In production system, these will be uploaded and Business shall sign off by
November 2ndrd.
Only account balances would be converted and not the transaction details.

Revenue & Cost of Sales

Revenues will be posted to the revenue cost element in SAP that posts to the Profit
Center.
Cost of Sales shall be posted to the cost elements in SAP that require a real cost
object, cost center in most cases.

Accruals made in JDE

Typically accruals will be made in JD Edwards during month end. These accrual
entries will be reversed the following month. Accruals made in JDE during
September shall be reversed in the month of October 2028 in SAP, manually.

Document Type

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Conversion Strategy
JDE to SAP GL accounts and balances
It is planned to upload all the new values under a new unique document type Y0.
The document type shall permit only GL accounts posting. An existing document
type YK in the current SAP system can be copied for reference.

Prior period Expense

If there is a likelihood of future adjustments to prior periods (prior to 11/1/2028)
after uploading the opening balances to SAP, these adjustments will be made
manually to both SAP and JDE ledgers.

Data Reconciliation (Simulation)

The data shall be reconciled between JDE and SAP ledgers as follows, by period.

Conversion T
Balance.xls

Assumptions:
1. AR Balances will be uploaded as a summary posting within SAP GL ledger.
2. AP open items will be ideally paid out prior to cut over (October month end
close). Else AP sub ledger items will be systematically converted.
3. Inventory Balances will be uploaded into the SAP GL as a summary posting
which will be represented in a separate GL account. This will be different from
the No direct posting Inventory recon account that will be created during R2.
4. Bank balance will be uploaded into the bank account. For post go-live they
will be maintained on line item basis.

Data cleansing
Data cleansing tasks is critical which include the following:
Fix Duplicates
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Conversion Strategy
JDE to SAP GL accounts and balances
Execute procedures for identifying/marking duplicate data so only one record
is included in extracts
Establish Data Relationships/Mappings
RTR Business process owners shall be validating the mapping of GL accounts
from JDE to SAP
Cleanse, Extract and Cleanse
Multiple cycles of cleansing will take place. Extracts are made periodically for
validation of cleansing activities and tested with those sample loads into SAP
Reconciliation against JDE
Extracts from legacy are validated against data loaded in SAP to verify that
all records have been correctly converted.

Time line/milestones for GL Data Migration

Development Test Loads
Development of load programs will start as soon as the development system is
available to the Integration team. Actual testing as soon as the program is
completed. The program and the test data shall be ready by 8/15/2028. The data to
be used shall be actual data till July, 2028.
Quality Test Loads
GL data loads into the Quality system will be coordinated with actual balance data
from May 2028 to August 2028
Note: Quality shall be tested by 9/15/2028.
Production Loads
All master data files and balance conversion will be loaded a minimum of 10 days in
advance of the go-live date which is October 20, 2028. Balance data until
September 2028 shall be uploaded by 10/20/2028. During the cutover the October
2028 balance shall be uploaded.
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