You are on page 1of 3

4/17/2019 Archiving Process in Purchasing - ERP SCM - SCN Wiki

Getting Started Store

Community WIKI SAP Community Welcome, Guest Login Register Search the Community

ERP SCM / … / Basic Functions

Archiving Process in Purchasing


Created by Yang Bai, last modified on Nov 22, 2015

Purpose
The purpose of this page is to offer a general view on archiving related to purchasing documents (Purchase Requisition, Purchase Order, Request for Quotation, Scheduling Agreement, Contract, Info
Record), and a checklist on archiving checks.

Overview
Data archiving refers to the removal of the application data from the system using archiving programs and storing it in an archive file. It is the process of transferring data from online composite system to a
storage system. Archiving checks refers to all criteria that have to be met in order to have purchasing documents ready for removal of the application data from the system using archiving programs and
storing it in an archive file.

1. General Information of Archiving Process


Archiving can be done with normal online transaction or it can be scheduled as background jobs. Archiving process is done in two basic steps:

Write Phase
Check for the archiving criteria and creates the archive files, according to the customizing settings of the archiving object.
Delete Phase
Check the archive file with the database ‘Check Read’
- Deleting after writing
- Deleting parallel with write
Storage Phase (optional)
Stores the archive file in another format.
1. Delete before storing
2. Store before deleting

2. Pre-processing Program
Pre-processing check all the archiving and business criteria for the document complete and set a deletion indicator.
Change in the date is determined by the one-step procedure or two-step procedure (this is given in the selection screen in the pre-processing run)
Preprocessing program is available only from the release 470 for purchase order and from the release ERP 2005 for the purchase requisitions
Pre-processing is the just a program to check the possibilities for the archiving run

3. Write and Delete Program

If the deletion indicator is set for all the item and residence time 2 criteria is fulfilled for the document. Then the document is written to a archive file
Delete program- check the DB and the archive and then delete it from the DB (no check from the customizing level; only the file can do it). Archive info structure is filled and the static's are written
This behavior is only in the new program (RM06**47)

4. Transaction SARA

Transaction SARA is used to schedule archiving by maintaining variants, specifying start date and supplying spool parameters.

SARA functionalities are:

Schedule write and delete jobs


Manage archive sessions
Store and retrieve archived files
Read archive files
Tables and archiving objects

https://wiki.scn.sap.com/wiki/display/ERPSCM/Archiving+Process+in+Purchasing 1/3
4/17/2019 Archiving Process in Purchasing - ERP SCM - SCN Wiki
Archive Information system (AS)
Customizing
Job Overview
Analyze archive files
Network graphics
DRB (Document Relationship Browser)
Database table selection

5. Purchasing Archiving Programs

6. Archiving Criteria
6.1 Archiving Criteria for Purchase Requisition
The item is closed (any of the following)
The item has been deleted (LOEKZ = ‘X‘)
The item is flagged as closed (EBAKZ = ‘X‘)
The quantity ordered is greater than or equal to the requested quantity
An outline agreement has been created from the requisition (status is ‘K‘ or ‘L‘).
The last transaction date lies outside the residence time. The last transaction date is the maximum from the last change date of the item and the date of the last purchase order.
In the case of requisitions created from a sales order (ESTKZ = ‘V‘), the overall processing status of the sales order must be either SPACE (not relevant) or ‘C‘ (completely processed).

6.2 Archiving Criteria for Purchase Order / Request for Quotation / Outline Agreement
Checks for all the external documents

The user must have authorization for the plant.


In Customizing, there must be an entry for residence times for the combination “document type/item category”.
The item must not have the status “blocked” (LOEKZ = ‘S‘).
If the item has not yet been deleted, the last change date of the item must be at least as many days in the past as are defined for residence time 1 in Customizing (technically: EKPO-AEDAT <= SY-
DATUM – Residence time 1 (T161R-TAGE1)).
If the item has been deleted, the last change date of the item (which coincides with the setting of the deletion indicator) must be at least as many days in the past as are defined for residence time 2 in
Customizing (technically: EKPO-AEDAT <= SY-DATUM – T161R-TAGE2).

6.3 Archiving Criteria for Purchase Order and Scheduling Agreement


If the GR indicator has been set, either the Delivery completed indicator must have been set for the item (for service items this is essential), or the GR quantity must be at least as large as the quantity
ordered less any under delivery tolerance. If the IR indicator has also been set, the IR quantity must equal the GR quantity. In this case, the final invoice indicator is irrelevant.
If the GR indicator has not be set but the IR indicator has, then either the final invoice indicator must be set or the IR quantity must be greater than or equal to the quantity ordered.
There must not be any “GR blocked stock” in existence.
There must not be any open down payments.
In the case of stock transfers (irrespective of whether within a company code or across company codes), the GR quantity must be equal to the GI quantity. If the stock transfer was carried out using an
SD delivery, the GR quantity must also equal the outward delivered quantity.
The delivery costs must have been cleared.
If the Check info record indicator has been set in Customizing for the document type/item category combination, the item must not appear as the last document item in the info record (if one exists).
No parked invoices may exist.
If the item results from a sales order (EKPO-STATU = ‘V‘), the overall processing status of the sales order must be either SPACE (not relevant) or ‘C‘ (completely processed).
The posting date of the last PO history transaction/event (e.g. goods receipt or invoice for delivery costs) must be as far back in the past as specified in residence time 1.

6.4 Archiving Criteria for Request for Quotation


A quotation must have been received in response to the RFQ (EKPO-STATU = ‘A‘), or the rejection indicator must have been set for the item (EKPO-ABSKZ = ‘X‘), or the deadline for submission of
quotations (EKPO-AGDAT) lies before a predefined date which can be specified as a selection parameter when the archiving run takes place (Key date for quotation date).

6.5 Archiving Criteria for Contract


The latest order date of a release order must be at least as many days in the past as specified in Customizing for residence time 1.
The deletion indicator must have been set for all release order documentation records.

6.6 Archiving Criteria for Inforecord


The archiving program does not set any deletion indicators on the basis of residence times or closing rules. An info record can only be archived if the deletion indicator has already been set.
The deletion indicator can be set either manually via ME15 or automatically using the Purchasing Info Records for Deletion program (transaction ME16). No further checks are carried out.

https://wiki.scn.sap.com/wiki/display/ERPSCM/Archiving+Process+in+Purchasing 2/3
4/17/2019 Archiving Process in Purchasing - ERP SCM - SCN Wiki
As of Release 4.5A, it is possible to archive certain segments of an info record only - i.e. data specific to certain combinations of purchasing organization/plant/info record category (EINE segments).

Related Content
Related SAP Notes/KBAs
SAP Note: 588463 - Importance of residence times during archiving
SAP Note: 456129 - FAQ: Archiving in purchasing
SAP Note: 844449 - FAQ - Archiving Reports RM06E/B/Ix47
SAP Note: 401318 - Archiving: Additional information
SAP Note: 869285 - MM_EBAN: Partial archiving in purchase requisition prohibited
SAP Note: 938793 - RESB entries are wrongly archived in PR (MM_EBAN) run
SAP Note: 948493 - Residence time in new reports RM06EV47, RM06BV47
archive sara archiving hk-ok

Contact Us SAP Help Portal


Privacy Terms of Use Legal Disclosure Copyright Cookie Preferences Follow SCN

https://wiki.scn.sap.com/wiki/display/ERPSCM/Archiving+Process+in+Purchasing 3/3