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© Copyright 1998 SAP AG. All rights reserved.
No part of this brochure may be reproduced or transmitted in any form or for any purpose without
the express permission of SAP AG. The information contained herein may be changed without
prior notice.
SAP AG further does not warrant the accuracy or completeness of the information, text, graphics,
links, or other items contained within these materials. SAP AG shall not be liable for any special,
indirect, incidental, or consequential damages, including without limitation, lost revenues or lost
profits, which may result from the use of these materials. The information in this documentation is
subject to change without notice and does not represent a commitment on the part of SAP AG for
the future.
Some software products marketed by SAP AG and its distributors contain proprietary software
components of other software vendors.
Microsoft®, WINDOWS®, NT®, EXCEL® and SQL-Server® are registered trademarks of
Microsoft Corporation.
IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®,
AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.
OSF/Motif® is a registered trademark of Open Software Foundation.
ORACLE® is a registered trademark of ORACLE Corporation, California, USA.
INFORMIX®-OnLine IRU6$3 is a registered trademark of Informix Software Incorporated.
UNIX® and X/Open® are registered trademarks of SCO Santa Cruz Operation.
ADABAS® is a registered trademark of Software AG.
SAP®, R/2®, R/3®, RIVA®, ABAP/4®, SAP ArchiveLink®, SAPaccess®, SAPmail®,
SAPoffice®, SAP-EDI®, R/3 Retail®, SAP EarlyWatch®, SAP Business Workflow®, ALE/WEB,
Team SAP, BAPI, Management Cockpit are registered or unregistered trademarks of SAP
AG.
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Maintaining Application Customizing (CO)............................................................................... 14
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Technical Data for Cost Center Accounting (CO-OM-CCA) .................................................... 31
Customizing Archiving for Cost Center Accounting (CO-OM-CCA)......................................... 32
Archiving Dependencies (CO-OM-CCA) .................................................................................. 33
Setting Archiving Authorizations (CO-OM-CCA) ...................................................................... 34
The Archiving Log in Cost Center Accounting (CO-OM-CCA)................................................. 35
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Run Times for Internal Orders (CO-OM-OPA) ......................................................................... 42
Checks for Internal Orders (CO-OM-OPA)............................................................................... 43
Authorizations for Internal Orders (CO-OM-OPA).................................................................... 44
Archiving Log (CO-OM-OPA) ................................................................................................... 45
Dependencies (CO-OM-OPA) .................................................................................................. 46
Application Customizing (CO-OM-OPA) .................................................................................. 47
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The archiving object for archiving line items in the Controlling (CO) application component. Totals
records cannot be summarized.
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The R/3 System automatically creates a CO line item for each transaction that involves an object
in the CO application (such as an order or cost center). This line item is in addition to the
documents for the Payroll or Financial Accounting applications. When you archive CO objects,
the system automatically also archives the CO line items that belong to those objects.
Consequently, it is normally not necessary to archive CO line items explicitly. However, if you
have space problems with tables COEP or COBK due to long-term orders or something similar,
you can use the archiving object CO_ITEM to archive them explicitly.
The system does not archive any CO line items that meet the following criteria:
• down payments (value type 12, 58, 59, 61, 63)
• investment measures that are stored as line items
• line items in the current period
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When you use the archiving object CO_ITEM, the system archives data from the following tables:
– COEP
– COBK
– EBII
– COEJ
– COEPR
– COEJR
– COEPL
– COEJL
– COEPB
The following functions are available for CO_ITEM:
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Archive
Delete
Report You use all CO line item reports for the archived CO_ITEM objects.
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Management
When creating the archive, the system locks all the periods for which CO line items are to be
archived. This prevents any more postings from being made in those periods.
To archive CO line items, choose $FFRXQWLQJ→&RQWUROOLQJ→&RVWHOHPHQWVfrom the SAP R/3
menu, and then(QYLURQPHQW→$UFKLYLQJ→&2OLQHLWHPV→&UHDWHDUFKLYH from the
&RVW5HYHQXH(OHPHQW$FFRXQWLQJmenu.
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CO_ORDER Internal orders with transaction data
CO_ALLO_ST Completely canceled documents from allocations
CO_COSTCTR Cost centers: all data (including master data)
CO_CCTR_ID Cost centers: actual data
CO_CCTR_EP Cost centers: line items
PP_ORDER Production orders
PS_PROJECT Project System: operative structures
CO_KSTRG Cost objects: master data and transaction data
COPAn_xxxx Profitability segments: costing-based and account-based
PM_ORDER Maintenance orders
PR_ORDER Process orders
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Dependencies (CO) [Page 11]
The Archiving Object: Overview [Ext.]
Archived Tables [Ext.]
Archiving Procedure : Overview [Ext.]
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Tests were run which archived CO line items without deleting the data from the database. The
following statistics were found:
Write to archive: 10 minutes for 50,000 CO line items
File size: 2.3 MB
This data should be regarded as an example. The test was carried out in a development system
at a time of moderate system workload.
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In the variant for the archiving program, you can specify selection criteria for the archiving object
CO_ITEM in addition to those you make in Customizing.
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You can specify a number of selection criteria in the variant. If these criteria do not agree with
those made in Customizing, the system uses whichever criteria selects fewer line items.
You can specify the following criteria:
• &RQWUROOLQJDUHD (from - to)
• 7RSRVWLQJSHULRG
• 7RILVFDO\HDU
• 9DOXHW\SHV(all, plan only, all except plan)
• 2EMHFWW\SH
• 6XEREMHFWW\SH(from - to order type, only for orders)

You can run the archiving program in the test mode, with archiving, or with archiving and
deletion.
If you select the /RJE\GRFXPHQW flag, you obtain an overview of all the archived documents.
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Log (CO) [Page 10]
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In addition to the central overview of archive files, you can find additional important information
about the archived line items in the log.
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The log contains the following information:
• Number of table entries per table and archive file
• If you selected /RJE\GRFXPHQW:

A list of the archived documents sorted by objects (such as cost centers or orders)
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Before you use the archiving object CO_ITEM, you should
• observe certain prerequisites before deciding on the residence times for the objects to
be archived
• note certain interrelationships with other areas of the SAP R/3 System
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• Line item reports
Since the archived line items (once deleted) are no longer available in the database,
your existing reports can no longer use these line items. Even if you read the data
from the archive, the available functionality is limited. This is especially the case with
the navigation functions (such as navigation to the original Financial Accounting
documents).
• Resource-related billing
If you use resource-related billing, you should not archive and delete line items for
sales orders until you no longer want to invoice any more expenses from the relevant
period. In addition, you should make sure that the related billing documents and
billing requests are closed.
After archiving CO actual line items, you can no longer carry out any resource-related
billing for the relevant period and object. This is because the line items are only in the
archive, not in the database. However, you can process expenses that arise after
archiving.
You can no longer change billing documents and billing requests that arise from
expense that occurred in already archived periods. This is especially important with
regard to cancellations.
• Interest calculation
For investment projects (WBS elements with investment profile), interest is calculated
on the basis of CO line items. Consequently, you cannot archive the CO line items
before you have archived the WBS element.
For all other projects or orders on projects, the system only needs all the CO line
items for the first interest calculation run. Otherwise it always requires you to have all
the CO line items for the current fiscal year in your system.
You first posted data to an order for a project in the period 12/1997. Now
suppose:
– In period 2/1998 you calculate interest for the first time. If you have already
archived the CO line item from 12/1997, interest is only calculated for the
periods starting with 1/1998, which leads to incorrect values.
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– If you have already calculated interest in 12/1997, all the CO line items
starting with 1/1998 need to stay in the system, since this is the start of a new
fiscal year.
• Documents in Financial Accounting (FI)

One way in which CO line items are created is when you post documents in FI. The
system ignores these FI documents when archiving and deleting the CO line items.
Take the residence times of the FI documents into account when deciding on the
residence time for CO line items.
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• Investment measures
Line items for investment measures may not be deleted before the corresponding
object is deleted. The archiving program ensures that this cannot happen.
Nevertheless, you should explicitly select the 'RQRWDUFKLYH indicator for the
corresponding order types to improve performance. For more information, see
Maintaining Application Customizing (CO) [Page 14]).
• Overhead costing, cost center accruals

You cannot repeat or cancel the calculation of overhead or cost center accruals for
archived objects.
You also cannot recalculate overhead that was calculated in a now archived period.
• Profit Center Accounting

It is no longer possible to display the original document once these have been
archived and deleted. Likewise, it is no longer possible to post the data subsequently.
• Subsequent posting to special ledgers

When you archive CO line items for a period, that period is locked. However, the
transaction for subsequent posting is not a CO transaction and is therefore not
locked. Consequently errors would always arise if you tried to post data subsequently
to periods for which you have already archived the CO line items.
• Periodic transfers, assessment, distribution, indirect activity allocation

When you repeat or cancel allocations, the system has to read the corresponding CO
line items. If any are missing, the allocation program notices this in order to avoid
errors. Reposting and reallocations of line items are no longer possible once you
have archived the CO line items.
• Plan revaluation
You cannot repeat plan revaluation for periods that have already been archived.
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In addition to the basic customizing functions for archiving, you also need to specify the
residence times for the write program and block sizes for the deletion program.
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The write program archives the CO line items for all objects for which you specify a residence
time. It does not process CO line items for object types that you have explicitly excluded from
archiving.
Interest is usually calculated on the basis of the line items of the previous four
periods. You therefore should not archive data unless it is older than four periods.
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In addition to the values stored in the general settings for archiving under &200,7FRXQWHU (see
Customizing Delete Program Settings [Ext.]), you can also specify how many CO line items
should be processed per object type before the system executes a COMMIT WORK.
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You can find the Customizing activities for archiving object CO_ITEM in the IMG under
&RQWUROOLQJ*HQHUDO→$UFKLYLQJ→3UHSDUHDUFKLYLQJIRU&2OLQHLWHPV
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Maintaining Application Customizing (CO) [Page 14]
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1. Choose 1HZHQWULHV to enter new residence times for CO line items, or change the
existing entries.
2. Create at least one entry for each object type you want to archive. All other entries
are optional and limit the selection.
– For orders (except for sales orders), you can specify the order type as a
subobject type.
– If you would like to distinguish between objects in different controlling areas, enter
the desired controlling area in the &2$U column.
– If you would like to distinguish between plan and actual line items, enter the
desired abbreviation in the 9DOW\SHFDW column.
3. To exclude individual lines from archiving, select the 'RQRWDUFKLYHcolumn.
You want to archive CO line items for orders, but not for the order type “FERT”.
To achieve this, you would have to enter the following:
$UFKLYHOLQHLWHPVIRURUGHUVH[FHSWIRURUGHUW\SH³)(57´
7\SH 6XEREMW\SH &2$U 9DOW\SHFDW 'RQRWDUFKLYH
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4. Enter the number of residence periods for each line.

Each CO line item will be archived when the specified number of posting periods
have passed. This does not include special periods. Documents posted in special
periods are assigned to the last period of the fiscal year.
You have specified a residence time of 6 periods for cost objects (KTR). You
archive your data in April 1998. If your fiscal year has 12 posting periods, the last
period for which documents can be archived is September 1997.
The 6 periods are October, November and December 1997, plus January,
February and March 1998. Documents from October 1997 are not archived.
5. If you only want to archive entire fiscal years, select the )<HDUFRPSOHWH column.
In the above example, this would mean that no data from 1997 would be
archived, since the months of October through December 1997 cannot be
archived.
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6. Save your entries.
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1. Choose 1HZHQWULHV to enter new block sizes for CO line items, or change the existing
entries.
2. Make one entry for each object type that is archived by the write program.
3. Specify how many objects (block size) the system should select before
deleting. The value specified in the general archiving settings for the &200,7
FRXQWHU is never exceeded.
Specify a block size between 1 and 100. For cost centers it usually makes sense
to specify a value between 1 and 10, while for orders you should specify a value
between 50 and 100.
4. Save your entries.
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The archiving object CO_CEL_RCL is used in the Cost and Revenue Element Accounting
component for the object-oriented archiving of reconciliation ledger line items and totals records
(CEL Cost Element Ledger).
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Archiving object CO_CEL_RCL lets you archive WRJHWKHU the reconciliation line items and totals
records. A separate archiving of line items is not possible. Reconciliation ledger data is archived
mainly for legal reasons (retention period) as opposed to memory space considerations.
You can also call up reports for archived data. The system reads the archive files instead of the
original records (see: Component Customizing (CO-CEL) [Page 21]).
You can archive data from the following database tables using archiving object CO_CEL_RCL:
• COFIP Plan line items for the reconciliation ledger
• COFIS Actual line items for the reconciliation ledger
• COFIT Totals records for the reconciliation ledger
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You can enter selection criteria for the archiving object CO_CEL_RCL for the archiving run,
which specify which data is to be archived.
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The following selection criteria exist for defining variants to archive reconciliation ledger totals
records:
• &RPSDQ\FRGH(from - to)
• Fiscal year (from - to)

You can make the following flow control settings:
• Combination list only

The system does not carry out any archiving. It displays a list of the Customizing
combinations, which are available under the current parametrization. Only the
transaction data for these customizing combinations would be archived by the system
if you executed an archiving run.
• Test run
The system simulates an archiving. It does not create an archive, nor does it delete
any data from the database. The system displays statistics regarding the table entries
which would have been archived during an archiving run.
• Archiving without database changes

The system creates an archive, but does not delete archived data from the database.
• Archiving with database changes

The system creates an archive, and deletes the archived data from the database.
Before you start the archiving, you must maintain the following values for the
archiving object in Customizing:
• Size of the archive file

– Size in MB
– Maximum number of data objects
• Archive System Link

– Document type
• Deletion program settings

– Variants for the deletion program test run
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– Variants for the deletion program productive run

– Commit counters
For more information regarding settings for archiving objects, see Archiving-Object-
Specific Customizing (CO-CEL) [Page 22].
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You can reload the archive contents into the system as often as you want. The reloading occurs
separately by totals records and line items. The R/3 system does QRW indicate whether the
archive, or parts of it, have already been reloaded.
You can also access archived data by reading data from the database and/or access the archive.
This enables you to read the plan and actual line items as well as the totals record files. You can
branch from the totals records to the corresponding line items, regardless of whether these are
contained in the archive.
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You can evaluate the archived totals records and line items from the reconciliation ledger in the
background or online. The following read programs are available:
• RGUCOFIP Plan line items for table COFIT
• RGUCOFIS Actual line items for table COFIT
• RGUCOFIT Totals records from table COFIT

For evaluation in the background, you can create variants, in which you select the data to be
evaluated and the data sources. You can use existing archives or the database as data sources.
The selection criteria includes the database fields of the reconciliation ledger. You can also make
selections according to the criteria of the FI document or the reference document. You can enter
individual values or intervals as selection criteria.
You want to list all the archived data for the object type Cost center, object class
Production and controlling area 0001 from the fiscal years 1990 to 1996.
Select the $UFKLYHGDWD source and an archive file.
Enter the following selections:
• Fiscal year 1990 to 1996
• Object type CCT (cost center)
• Object class Production
• Controlling area 0001
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If you want to create reports using archived data from the reconciliation ledger, you must define
report groups and read programs, in addition to carrying out basis customizing for archiving. You
must also assign the report groups, which are to create reports for the archive, to the archiving
object CO_CEL_RCL
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You can find the customizing activities for the archiving object CO_CEL_RCL in the IMG, under
&RVWDQGUHYHQXHHOHPHQWDFFRXQWLQJ→$UFKLYLQJ→'HILQHUHSRUWJURXSVDQGUHDGSURJUDPV
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Before you start the archiving program, you must maintain various settings, such as the size or
the archive file, as well as variants for the test run and productive run of the deletion program.
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You must specify the size of the archive files in megabytes and the maximum number of data
objects. SAP recommends a value of between 10 and 100 megabytes and between 10 and 100
data objects.
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You have to enter variants for the test run and the production run of the deletion program.
Check that the 7HVWUXQ indicator is not active in the variants for the productive
run. If Test run is active, the system does QRW delete the archived records from
the database.
You must also ensure that 7HVWUXQ is active in the variants for the test run of the
deletion program.
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The commit counter determines the number of data objects that are processed before the
program sends a commit to the database. SAP recommends a value of between 10 and 100.
This value has a direct effect on system performance.
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To make customizing settings for the archiving object CO_CEL_RCL, choose (QYLURQPHQW→
$UFKLYLQJ→5HFRQFLOLDWLRQOHGJHU→&UHDWHDUFKLYHin Cost and Revenue Element Accounting.
Choose &XVWRPL]LQJ. In the dialog box, choose 7HFKQLFDOVHWWLQJV under $UFKREMHFWVSHFLILF
&XVWRPL]LQJ and enter the following technical settings:
• Size of the archive file

– Size in MB
– Maximum number of data objects
• Archive System Link

– Document type
• Deletion program settings

– Variants for the deletion program test run
– Variants for the deletion program productive run
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Archiving Data [Ext.]
This section describes how to archive Cost Center Accounting (CO-OM-CCA) component
transaction data with the associated master data.
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You can archive funds reservation data in the project system using the &$B.%/; archiving
object. Choose $FFRXQWLQJ→3URMHFWPDQDJHPHQW→2SHUDWLYHVWUXFWXUHV→7RROV→$UFKLYLQJ
→)XQGVUHV)[GSULFHFor more information, see Archiving Funds Reservations, Fixed Price
Agreements, and Fixed Price Allocations (PS-EXE) [Ext.] .
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The &2B&267&75archiving objectarchives and deletes all Cost Center Accounting data by
client, controlling area, and fiscal year.
Further delimitations, such as for a single cost center, are not possible.
If all data for a cost center is deleted, the archiving fiscal year is removed from the cost center’s
validity interval because cost centers are time-dependent master data. Thereafter, the cost
center is no longer available in that fiscal year, either as an account assignment object or as a
planning object.
You should only archive cost center data when you no longer require the cost centers and their
data for either postings or evaluations.
Note that you can no longer compare fiscal years data with archived fiscal year data.
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To access the CRK logical database from Cost Center Accounting, choose 7RROV→ $UFKLYLQJ
→ &&WU$OO→2EMHFWVWUXFWXUH
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You can use the following selection criteria with the CO_COSTCTR archiving object:
• Current client
• Controlling area
• Fiscal year
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The &2B&&75B,'archiving objectarchives and deletes all Cost Center Accounting actual data
by client, controlling area, and fiscal year.
Further delimitation options include the version (cost center actual data in version 000 only) and
the value type. These include $FWXDO6SOLWWLQJWRDFWLYLW\W\SH; $FWXDO; $FWXDO&RUUHFW&&WU
LQWHUQDOEXVLQHVVYROXPH; and 6WDWLVWLFDODFWXDO.
If you do not use planning functions, archiving actual data is equivalent to archiving all data,
except that the validity interval of the cost center remains unchanged.
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To access the &,.logical database from the Cost Center accounting menu, choose7RROV→
$UFKLYLQJ→ &&WU$FWXDO→2EMHFWVWUXFWXUH
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You can use the following selection criteria for the CO_CCTR_ID archiving object:
• Current client
• Fiscal year
• Value type
You can set the following value types:
− 03 Actual: Splitting to activity types
− 04 Actual
− 09 Actual: Correct CCtr internal business volume
− 11 Statistical actual
Further delimitations are not possible.
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The&2B&&75B3/ archiving object archives and deletes all Cost Center Accounting SODQGDWD
by client, controlling area, and fiscal year.
You can limit the selection to a single version or use multiple versions.
Further delimitations include the following value types:
• Plan
• Plan: Splitting to activity type
• Plan: Correct CCtr internal business volume
• Statistical plan
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The archiving object is meant to delete versions other than version 000 and that are no longer
needed.
Version 000 may QRW be archived during the current fiscal year. This would make certain
functions in actual and in evaluations impossible to execute.
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To access the &3. logical database from the Cost Center Accounting menu, choose 7RROV→
$UFKLYLQJ→ &&WU3ODQ→2EMHFWVWUXFWXUH
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You can use the following criteria for the CO_CCTR_PL archiving object:
• Current client
• Fiscal year
• Version (optional)
• Value type
You can set the following value types:
− 01 Plan
− 02 Plan: Splitting to activity types
− 08 Plan: Correct CCtr internal business volume
− 10 Statistical plan
If the version is not given, no further selection delimitation is made.
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The &2B&&75B(3 archiving object archives and deletes all or some Cost Center Accounting
OLQHLWHPV by client, controlling area, and fiscal year. Totals records are also archived in order to
preserve the object relationships, but they are not deleted from the R/3 System.
Note the following when archiving line items:
• Plan line items

The period values for the planned periods are stored in the same data record in the
database. Therefore, you must archive the entire record. When archiving plan line
items, the R/3 System ignores the period selection entered.
Defined and executed plan allocations (assessments, distributions, periodic
repostings, and indirect actvity allocations) as well as plan revaluations cannot be
repeated after plan line items are archived.
• Actual line items

Unlike plan line items, actual line items are stored in individual records in the
database. You can delimit them by periods.
Defined and executed actual allocations (assessments, distributions, periodic
repostings, and indirect actvity allocations) cannot be repeated after you archive
actual line items for the given periods.
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To access the &(. logical database, choose 7RROV→ $UFKLYLQJ→ &&WU/LQHLWHP→2EMHFW
VWUXFWXUHfrom the Cost Center Accounting menu
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You can use the following selection criteria for the CO_CCTR_EP archiving object:
• Current client
• Fiscal year
• Period (optional)
• Version (optional)
• Value type (optional)

If period, version, and value type are not given, no further selection delimitation is made.
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The &2B$//2B67 archiving object archives and deletes all completely cancelled Cost Center
Accounting allocations -- including assessment, distribution, periodic reposting, and indirect
activity allocation -- by client, controlling area, and fiscal year level.
If the given allocations are repeated frequently, a large volume of data results. This is especially
true for plan distribution. You can use the CO_ALLO_ST archiving object to clean out the data
without harming the functions of the R/3 System.
If a complete cancellation document exists, the associated documents (original and cancellation)
and document items are removed from the database.
The selection can be delimited to a single cycle or multiple cycles.
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To access the SAK logical database, choose 7RROV→ $UFKLYLQJ→ &&WU$VVGLVWHWF→
2EMHFWVWUXFWXUHfrom the Cost Center Accounting menu
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You can use the following selection criteria for the CO_ALLO_ST archiving object::
• Current client
• Fiscal year (optional)
• Cycle (optional)
If fiscal year and cycle are not given, no further selection delimitation is made.
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In Cost Center Accounting, you can archive transaction data along with its associated cost center
master data.
Data objects are archived using logical databases.
The following archiving objects are available for reorganizing data:
$UFKLYLQJ2EMHFWVLQ&RVW&HQWHU$FFRXQWLQJ
1DPH $UFKLYLQJ2EMHFW /RJLFDO'DWDEDVH

Cost centers (all) CO_COSTCTR CRK
Cost centers (actual) CO_CCTR_ID CIK
Cost centers (plan) CO_CCTR_PL CPK
Cost centers (line items) CO_CCTR_EP CEK
Completely cancelled allocations - assessment, CO_ALLO_ST SAK
distribution, periodic reposting, and indirect
activity allocation
Logical databases were developed especially for archiving to delimit the archiving selection
options. Each archiving object indicates how to find the logical database.
In Cost Center Accounting, no complete files are archived; only logical objects are archived. As
a rule, all cost center data -- totals records, line items, and so on -- are calculated, archived, and
deleted depending on the object definition and the selection criteria. Line items are exceptions:
only the line items are deleted, and all other data remains in the database.
By archiving logical objects, the object relationships are preserved. In this way, later archive
evaluation is simplified (note that this function is not supported at present).
The following default settings are defined for archiving in Cost Center Accounting:
• Generating the archive
• Automatic start of the delete program after closing the archive

These settings can be changed in Customizing for each archiving object. For more information,
see Customizing: Overview [Ext.] .
1. The number range settings for the Controlling documents are not reset.
2. Reloading data into the database is not supported at this time.
You can read data from the archive using named databases. To do this, you copy sample
programs and then modify the copies. Each archiving object indicates how to find the sample
programs. Do QRW attempt to write your own reloading programs.
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It is impossible to estimate runtimes and the storage capacity required for archiving because the
structure of the archiving objects is so complex.
The data record lengths of the individual logical database segments are found in the Data
Dictionary. The number of records per segment in your system depends on various factors:
• Number of postings from external accounting (document sizes) to cost centers
• How many of the Cost Center Accounting functions you use

If you do not activate all the functions, the associated function tables for the cost
centers will be empty. In the same way, data volume for the individual functions can
differ greatly. Plan distribution, for instance, generates more data than other
functions.
It is more than likely that the cost centers themselves in many cases have just as many
differences in data volume.
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For information on archiving settings, see Customizing: Overview [Ext.] .
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You can archive all data, actual data, plan data, line items, and completely cancelled Cost Center
Accounting allocation data independently of other archiving programs.
If you use open items (commitments), note that the CO_COSTCTR archiving object checks to
determine whether customer or purchase orders were organized. If not, the open item records
are archived and deleted, but the cost center validity interval remains unchanged.
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Archive administration requires the following authorizations.
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BC_ARCHIVE_NEW Authorizations for parameter callups of the transaction
For archiving itself, including archive administration, the following authorizations are required.
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BC_ARCHIVE_NEW Authorizations for parameter callups of the transaction
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The R/3 System generates a standard log for each archive file generated during an archiving run.
The standard log includes the number of archived objects per archive file as well as the number
of processed table entries for each participating table. If no entries were processed in a table, the
table is not included in the log.
The log does not indicate whether or not the archived data was deleted.
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This section describes how to archive transaction data and master data for Internal Orders. It
also explains how to archive and delete settlement documents.
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You can archive production orders in production planning and production control with the
archiving object PP ORDER. Choose /RJLVWLFV → 3URGXFWLRQ → 3URGXFWLRQFRQWURO → 7RROV →
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Archiving Production Orders (PP-SFC) [Ext.]
You can archive funds reservations in the Project System using the &$B.%/; archiving object.
To do this, choose $FFRXQWLQJ→3URMHFWPDQDJHPHQW→2SHUDWLYHVWUXFWXUHV→7RROV→
$UFKLYLQJ→)XQGVUHV)[GSULFH For more information, see...
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Use the &2B25'(5 archiving object to archive and delete all master and transaction data,
which fulfill specified conditions, in Internal Orders.
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The CO_ORDER archiving object use the 2'. logical database.
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The following selection criteria apply to CO_ORDER:
• Order type
• Order number
• Date of last change. (Orders changed after this date are not archived.)
The system only archives orders that:
• Meet the selection criteria
• Have an one of the following order types:

− 01 Internal orders (Controlling)
− 02 Accrual calculation orders (Controlling)
− 03 Model orders (Controlling)
− 04 CO Production orders
− 05 Production cost collectors, run schedule planning
− 06 QM-orders, and
• Have the deletion indicator set
• Have an expired retention period two

For more information on deletion indicators and retention periods, see Checks for Internal Orders
(CO-OM-OPA) [Page 43] .
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Settlement documents are archived independently from the relevant settlement senders with the
CO KABR archiving objects. Settlement documents are created during settlement or during
accrual calculation of documents for components in CO and FI.
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The system ensures that the settlement documents are archived and deleted by period, starting
with the earliest settlement period. This means that you must archive DOORUQRQH of the
documents for a settlement sender and a settlement period. Note also that the settlement
documents for a settlement period are only archived if the settlement documents for the previous
periods have already been settled or are being settled in this run.
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• AUAK: Document header for settlement
• AUAA: Settlement document: receiver settlement
• AUAB: Settlement document: distribution rules
• AUAO: Document segment: CO objects for settlement
• AUAS: Settlement document: totals segment
• AUAV: Document settlement: activities
• AUAI: Settlement amounts per depreciation area
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You can use the following selection criteria for the CO_KABR archiving object.
• Object type, settlement sender

Here, you can specify the object types for which you want to archive settlement
documents.
Archiving settlement documents

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9%3 Settlement documents from settlement of sales
orders (sales document items).
$8) Settlement documents from settlement of
internal orders.
363 Settlement documents from settlement of
projects.
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• Latest posting date

Settlement documents with posting dates after this date are not archived.
In addition to the selection conditions that you specify, the system also checks each document to
ensure that its retention period has expired. For more information, see Checks for Internal
Orders (CO-OM-OPA) [Page 43]
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Use the &2B.$%5 archiving object to archive and delete settlement documents.
• The &2B25'(5archiving object

– From the Internal Orders menu, choose 7RROV→$UFKLYLQJ→2UGHUV→(YDOXDWH
DUFKLYHto evaluate archives. You can also use this function to read archives
produced in earlier Releases. The display shows the master data for archived
orders, along with a costs report and a line item report. You can use the 2'.
database to write your own reports.
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You can archive transaction data and the relevant master data for selected orders. You can also
archive and delete settlement documents.
Archiving is an object-oriented process that is carried out using logical databases.
The table lists the archiving objects and logical databases available for reorganizing and reading
the data in Internal Orders.
$UFKLYLQJ2EMHFWV
1DPH $UFKLYLQJ2EMHFW /RJLFDO'DWDEDVH

Orders with transaction data CO_ORDER ODK
Settlement documents CO_KABR
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• The &2B25'(5archiving object
1,000 total orders in the AUFK, CDHDR, CDPOS, COBRA, COBRB, COSP, COSPD,
COSS, COEP, COBK tables were archived in a test..
The test produced the following results:
Write archive: 8.5 minutes
Delete archive: 8 minutes
Size of database: approx. 5,052,000 bytes (uncompressed)
File size: 1.4 MB
The data is only intended as an example. The tests were conducted when the system
was at its busiest.
It is hard to estimate runtimes and storage requirements for archiving Internal Orders
data because the structures are so complex. Runtimes depend on the settings in
Customizing and the functions used in the application component. If, for example, you
have the classification active with many characteristics, this will have consequences
for runtimes and storage requirements.
• The &2B.$%5DUFKLYLQJREMHFW
1,000 total settlement documents in the AUAK, AUAB, AUA0, AUAS, and AUAV
tables and 200 entries in table AUAA and AUAI were archived in a test..
The test produced the following results:
Write archive: 5 minutes
Delete archive: 8 minutes
Size of database: approx. 1,063,000 bytes (uncompressed)
File size: 1.1 MB
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Because the create archive program only selects those orders that can be deleted, the criteria for
deleting data is the same as for archiving data.
• The &2B25'(5DUFKLYLQJREMHFW
Internal orders have a delete flag and a deletion indicator. Both are set by application
functions.
– Setting and deleting the delete flag
You set or reverse the delete flag as part of master data maintenance. When you
do this, the system checks to determine whether the order can be deleted.
– Setting the deletion indicator
Before you can set the 'HOHWLRQ indicator, you must have set the delete flag and
retention period 1 must have expired. You cannot reverse the GHOHWLRQindicator
once it is set. Choose retention period 1 in such a way as to be sure that you will
no longer need orders not used in the retention period.
You can set both the delete flag and the GHOHWLRQ indicator in bulk processing. To do
this, go to the ,QWHUQDO2UGHUV menu and choose 7RROV→$UFKLYLQJ→2UGHUV→6HW
GHOHWHIODJ
This process only archives orders for which the deletion indicator is set and for which
retention period 2 has expired.
The two retention periods are part of the order type. You can change them in the
implementation guide for overhead cost orders by choosing 2UGHUPDVWHUGDWD→
'HILQHRUGHUW\SHV
• The &2B.$%5archiving object

Settlement documents are only archived if their retention period has expired. You
enter the retention period in the settlement profile. (To do so, go to the
Implementation Guide for overhead cost orders and choose $FWXDO SRVWLQJV→
6HWWOHPHQW→0DLQWDLQVHWWOHPHQWSURILOHV Enter the settlement profile in the
settlement parameters for the settlement rule). If you enter a residence period of less
than 3 months, then the system automatically sets this to 3 months. This is also the
case for settlement documents, which are produced through settlements from
automatically generated settlement profiles. These have a fixed residence period of 3
months.
Note that the residence period starts only with the posting date. The posting date is
usually the last day of the period that you are settling.
From Release 4.0 you can enter a posting date that is later than the settlement
period.
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To archive internal orders you require the authorizations described in User Authorization Checks
[Ext.]
To access the archive evaluation, you also need the authorizations for displaying the master data
and, where appropriate, for the information system.
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Information about the archiving files produced during archiving.
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For each archive file, the log shows the number of objects archived and the number of tables
entries archived in the tables involved. If no entries from a particular table were archived, that
table does not appear at all in the log.
The standard log does not contain information on whether the data objects archived were
deleted, as CO ORDER or CO KABR delete virtually all data.
If you set the /RJSHURUGHU indicator in the variant for the CO_ORDER archiving object, the log
also includes the orders numbers and descriptions.
If you set the /RJSHUGRFXPHQW indicator in the variant for the CO_KABR archiving object, the
standard log also shows all documents with their document numbers.
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You can archive internal orders independently of other archiving programs.
Settlement documents for internal orders are automatically archived when you archive using the
CO_ORDER archiving object. The system does not check the settlement document retention
periods in such cases.
If you want to ensure that settlement documents are stored in separate archive
files, you should choose retention periods for internal orders and settlement
documents in such a way that the total of order retention periods 1 and 2 is more
than the retention period for the settlement documents. You should also archive
the settlement documents before archiving the internal orders.
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For information on the general settings you must enter to be able to execute archiving runs, see
Customizing: Overview [Ext.] . You must also maintain the residence periods for the objects to be
archived. As you cannot reload the archived internal orders, you should take the following safety
precautions.
• Archiving object &2B25'(5

Set the residence period, so that the deletion flag can only be set when no more
changes should be made to the orders and archiving is only to occur when you no
longer need the orders.
• Archiving object &2B.$%5

Note that during the selection of the residence period, you can no longer reverse a
settlement if the settlement documents created have been deleted.
$FWLYLWLHV
Go to the implementation guide for overhead cost orders and enter the residence periods for:
• Internal orders under 2UGHUPDVWHUGDWD → 'HILQHRUGHUW\SHV.
• Settlement documents under $FWXDOSRVWLQJV → 6HWWOHPHQW → 0DLQWDLQVHWWOHPHQW

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You can remove costing results from the database for archiving purposes.
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You can archive cost estimates independently of data in other archiving runs.
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There are no application-specific settings in Customizing that need to be made to archive cost
estimates. You can, however, set general values for archiving, such as the name, the path, and
the size of the archive file in Customizing.
To archive cost estimates, you need a general authorization for archiving, and authorization for
the K_KEKO archiving object with activity 06.
Depending on the system environment and the amount of data, you can archive approximately
13,000 cost estimates per hour. A cost estimate requires approximately 5,000 bytes, depending
on the amount of data.
)HDWXUHV
The following programs are available for archiving material cost estimates using the CO_COPC
archiving object.
• Display one or more cost estimates

Allows you to display and analyze archived cost estimates.
• Create archive
Copies the specified cost estimates from the database into the archive and deletes
these estimates from the database.
Creating Archive Files for Material Cost Estimates [Page 50]
• Manage archive
Displays information on the PDWHULDOFRVWHVWLPDWH archiving object.
• Reloading an Archive
Transfers the specified cost estimates from the archive to the database.
Reloading an Archive [Page 52]
$FWLYLWLHV
To reach these programs, from the main R/3 System screen choose /RJLVWLFV→3URGXFWLRQ→
3URGXFW&RVW3ODQQLQJ→7RROV→$UFKLYLQJ→0DWHULDOFRVWHVWLPDWH.
6HHDOVR
Archiving Object CO_COPC [Page 49]
-XQH
6$3$* &2&RQWUROOLQJ
'HILQLWLRQ
CO_COPC is the archiving object for material cost estimates. It contains the following objects, if
they were saved for a cost estimate:
• Basic data of the cost estimate
• Cost component split
• Cost element itemization
• Itemization
• Log
8VH
When you archive a material cost estimate, these objects (except for the cost element
itemization) are transferred from the database to the archive. The cost element itemization is
deleted and not archived.
A standard cost estimate is used to set the standard price for valuating a material.
To keep the data in your system consistent, standard cost estimates that are
linked to the material master record (marked and released standard cost
estimates) are QRW archived, they remain in the database.
You control the remaining check criteria when you define the variant.
When you UHORDG a material cost estimate from the archive into the database, the above objects,
except the cost element itemization, are transferred. A program to reconstruct the cost element
itemization is being developed. Until then, use all the standard functions to analyze a material
cost estimate.
6HHDOVR
Creating Archive Files for Material Cost Estimates [Page 50]
Reloading an Archive [Page 52]
-XQH
&2&RQWUROOLQJ 6$3$*
&UHDWLQJ$UFKLYH)LOHVIRU0DWHULDO&RVW(VWLPDWHV&23&3&3
&UHDWLQJ$UFKLYH)LOHVIRU0DWHULDO&RVW(VWLPDWHV&2
3&3&3
To delete material cost estimates from the database and copy them to the archive:
1. Choose /RJLVWLFV→3URGXFWLRQ→3URGXFW&RVW3ODQQLQJ→7RROV→$UFKLYLQJ→
&UHDWHDUFKLYH
2. Enter a variant.
To display a list of available variants, choose 3RVVLEOHHQWULHV).
To create your own variant, choose 0DLQWDLQ.
Create Variant [Page 51]
3. Enter the start date.
4. Enter the spool parameters.
5. Choose ([HFXWH.
6. Choose -RERYHUYLHZ.
The system displays the status of the jobs.
In this case the job names are:
– ARCHIVE_CO_COPC_DEL (deleting from the data base)
– ARCHIVE_CO_COPC_WRI (writing to the archive)
7. Place the cursor on the relevant job name and choose -REORJ
-XQH
6$3$* &2&RQWUROOLQJ
1. Enter the name of the variant and press ENTER.
2. Enter a company code.
3. You can also enter the following selection criteria:
– Plant
The plant must be in the company code you specify.
– Material
– Low-level code
This refers to cost estimates with a quantity structure.
– Costing variant
– Costing version
– Dates between which a cost estimate becomes valid
– Dates between which a cost estimate ceases to be valid
You can accept or overwrite the proposals for the ,QWHUYDOIRUYDOLGLW\IURP and
,QWHUYDOIRUYDOLGLW\WRfunctions. The dates must all be in the past (that is, before
the date on which the program is to be carried out). You cannot archive a material
cost estimate that is still valid at the time the program is carried out.
4. Specify which cost estimates you want to archive.
You cannot archive standard cost estimates with a link to the material master record
(marked or released standard cost estimates).
5. Choose &RQWLQXH.
6. Enter a name for the variant so that you can identify it later.
7. Specify whether the program is only to run in the background.
If you are archiving a large number of material cost estimates, run the archive job in
the background.
Depending on the system environment and the amount of data, you can archive
approximately 13,000 cost estimates per hour.
8. Save your variant.
-XQH
&2&RQWUROOLQJ 6$3$*
To reload archived material cost estimates back into the database:
1. Choose /RJLVWLFV→3URGXFWLRQ→3URGXFWFRVWSODQQLQJ→7RROV→$UFKLYLQJ→
0DWHULDOFRVWHVWLPDWH→5HORDGDUFKLYH.
2. Enter a variant.
Creating a Variant for Reloading [Page 53]
3. Define the archive selection.
6. Choose ([HFXWH.
You see an overview displaying the status of the job.
In this case, the job name is ARCHIVE_CO_COPC_REL.
8. Place the cursor on the job name and choose -REORJ.
-XQH
6$3$* &2&RQWUROOLQJ
1. Enter the name of the variant and press ENTER.
2. Enter a company code.
3. You can also enter the following selection criteria:
– Plant
The plant must be in the company code you specify.
– Material
– Low-level code
This refers to cost estimates with a quantity structure.
– Costing variant
– Costing version
– Dates between which a cost estimate becomes valid
– Dates between which a cost estimate ceases to be valid
You can accept or overwrite the proposals for the ,QWHUYDOIRUYDOLGLW\IURP and
,QWHUYDOIRUYDOLGLW\WRfunctions. The dates must all be in the past (that is, before
the date on which the program is to be carried out).
4. Specify which cost estimates you want to reload.
5. Choose &RQWLQXH.
6. Enter a name for the variant so that you can identify it later.
7. Specify whether the program is only to run in the background.
If you are reloading a large number of material cost estimates, reload in the
background.
8. Save your variant.
-XQH
&2&RQWUROOLQJ 6$3$*
$UFKLYLQJLQ5HIHUHQFHDQG6LPXODWLRQ&RVWLQJ&23&
3&3
8VH
You can archive the results of Reference and Simulation Costing and delete them from the
database.
,QWHJUDWLRQ
You can archive base planning objects independently of data in other archiving runs.
3UHUHTXLVLWHV
There are no specific Customizing settings you need to make in order to archive base planning
objects. You can, however, set general values for archiving, such as the name, the path, and the
size of the archive file in Customizing.
Depending on the amount of data, each cost estimate (excluding costing items) requires
approximately 2,200 bytes of storage. Each item requires an additional 750 bytes. Long texts
require additional storage, depending on the length of the text.
You can archive a base planning object 30 days after the last change. You can see the date of
the last change in the +LVWRU\ of the individual cost estimate.
Before a base planning object can be deleted, the 'HOHWLRQIODJindicator must be set in the base
object master data.
To archive base planning objects, you need general authorization for archiving and authorization
for the CO_BASEOBJ archiving object..
)HDWXUHV
The following programs are available to archive base planning objects with the CO_BASEOBJ
archiving object:
• Create archive
This program copies base planning objects from the database into the archive and
deletes them from the database if specified.
Creating Archive Files for Reference and Simulation Cost Estimates [Page 57]
• Manage archive
This program displays information on the EDVHSODQQLQJREMHFW archiving object.
• Evaluate archive
This program allows you to display archived base object cost estimates.
$FWLYLWLHV
To reach these programs, choose $FFRXQWLQJ → &RQWUROOLQJ→3URGXFWFRVWSODQQLQJ→7RROV→
$UFKLYLQJ→%DVHSODQQLQJREMHFWV
6HHDOVR
-XQH
6$3$* &2&RQWUROOLQJ
Archiving Object CO_BASEOBJ [Page 56]

Creating Archive Files for Reference and Simulation Cost Estimates [Page 57]
-XQH
&2&RQWUROOLQJ 6$3$*
'HILQLWLRQ
Use the CO_BASEOBJ archiving object to archive base planning objects. It contains the
following data objects:
• Base object master data
• Costing header
• Costing items
• All texts for these objects
-XQH
6$3$* &2&RQWUROOLQJ
&UHDWLQJ$UFKLYH)LOHVIRU5HIHUHQFHDQG6LPXODWLRQ&RVW(VWLPDWHV&23&3&3
&UHDWLQJ$UFKLYH)LOHVIRU5HIHUHQFHDQG6LPXODWLRQ
&RVW(VWLPDWHV&23&3&3
To copy base object cost estimates to the archive and delete them from the database:
1. Choose$FFRXQWLQJ→&RQWUROOLQJ→3URGXFWFRVWSODQQLQJ→7RROV→$UFKLYLQJ→
%DVHSODQQLQJREMHFWV→:ULWHDUFKLYH
2. Enter a variant.
The variant contains the criteria that the system uses to select base planning object
for archiving. These criteria are the controlling area and the name of the base
planning object.
The variants also indicate whether:
– The program is a test run or an update run 7HVWUXQ
– Data is only archived. It is not deleted from the database $UFKLYH
– Data is archived and deleted from the database $UFKLYHDQGGHOHWH
5. Choose ([HFXWH.
– ARCHIVE_CO_BASEOBJ_DEL (deleting from the data base)
– ARCHIVE_CO_BASEOBJ_WRI (writing to the archive)
-XQH
&2&RQWUROOLQJ 6$3$*
8VH
This section explains how to archive the following:
• General cost objects together with their transaction data

General cost objects are used in the &RVWVIRU,QWDQJLEOH*RRGVDQG6HUYLFHV
component.
• Cost object hierarchies with their cost object nodes, together with their
transaction data
Cost object hierarchies are used in the 3URGXFW&RVWE\3HULRGcomponent.
You use the archiving object CO_KSTRG to archive these business objects.
General cost objects and cost object nodes, including the highest cost object
node of a cost object hierarchy designating the cost object hierarchy, are
represented technically by cost object IDs.
This section will therefore use the term FRVWREMHFW,'to refer to both general
cost objects and cost object nodes.
)HDWXUHV
You archive cost object IDs and their transaction data using the CO_KSTRG archiving object.
You use the following programs to archive data:
• Create archive
Copies the specified cost object IDs and their transaction data from the database into
archive files, and then deletes this data from the database.
• Manage archive
Displays general information on the cost objects that are being archived.
• Evaluate archive
Displays a list of the cost object IDs processed in archiving runs.
You access the archiving programs for general cost objects by choosing $FFRXQWLQJ→
&RQWUROOLQJ→&RVW2EMHFW&RQWUROOLQJ→&RVWVIRU,QWDQJLEOH*RRGVDQG6HUYLFHV→7RROV→
$UFKLYLQJ→&RVWREMHFW
You access the archiving programs for cost object hierarchies by choosing $FFRXQWLQJ→
&RQWUROOLQJ→&RVW2EMHFW&RQWUROOLQJ→3URGXFW&RVWE\3HULRG→7RROV→$UFKLYLQJ→&RVW
REMHFW
-XQH
6$3$* &2&RQWUROOLQJ
7HFKQLFDO'DWD
7HFKQLFDO'DWD
2EMHFW'HILQLWLRQ
You archive cost object IDs using the CO_KSTRG archiving object. It contains the following
objects (if they exist for the cost object):
• Cost object master record
• Texts for master record
• Settlement rule
• Totals records for the transaction data
• Line items for the transaction data

For the cost object hierarchy, the archiving object also contains:
• All cost objects below the specified cost object
• Relationships between the cost objects

Single objects (such as materials, run schedule headers, and process orders) assigned to the
cost object hierarchy are QRW archived.
$UFKLYLQJ'HSHQGHQFLHV
You can archive cost object IDs independently of other archiving programs.
5HVLGHQFH7LPH5HWHQWLRQ3HULRG
There is no defined retention period for cost object IDs.
&XVWRPL]LQJ6HWWLQJV
You do not need to make any Customizing settings in order to archive cost object IDs.
You can, however, make general settings in Customizing for the archiving run, such as the name,
the path, and the maximum size of the archive file.
5HTXLUHPHQWVIRU$UFKLYLQJ
To be able to archive a cost object, you must set both the deletion flag and the deletion indicator
in the master data.
• To set the deletion flag for a general cost object, choose $FFRXQWLQJ→&RQWUROOLQJ→
&RVW2EMHFW&RQWUROOLQJ→&RVWVIRU,QWDQJLEOH*RRGVDQG6HUYLFHV→7RROV→
$UFKLYLQJ→&RVWREMHFWV→'HOHWLRQIODJ
You can only set the deletion flag if the actual cost balance of the general cost object
is zero. If the balance is not zero, you must settle the costs to a profitability segment
or a general ledger account before you can archive the general cost object.
You must set the deletion flag before you can set the deletion indicator.
-XQH
&2&RQWUROOLQJ 6$3$*
7HFKQLFDO'DWD
• To set the deletion flag for a cost object in a cost object hierarchy, choose $FFRXQWLQJ
→&RQWUROOLQJ→&RVW2EMHFW&RQWUROOLQJ→&RVWVIRU,QWDQJLEOH*RRGVDQG6HUYLFHV
→7RROV→$UFKLYLQJ→&RVWREMHFWV→'HOHWLRQIODJ
You can only set the deletion flag if the actual cost balance for all the cost object
nodes in the cost object hierarchy is zero. If the balance is not zero, you must:
– Settle the actual costs to a price difference account or
– Distribute the actual costs to the orders that are assigned to the cost object
hierarchy
To archive, you must have assigned all the single objects (such as materials and run
schedule headers) to another cost object hierarchy.
If you have calculated variances for the cost object hierarchy, then you must first
settle these variances to a profitability segment.
You must set the deletion flag before you can set the deletion indicator.
$UFKLYLQJ$XWKRUL]DWLRQV
To archive cost object IDs, you need general authorization for archiving and authorization for the
K_CKPH archiving object.
6HHDOVR
Creating Archive Files for Cost Objects (CO-PC-OBJ) [Page 61]
-XQH
6$3$* &2&RQWUROOLQJ
To create archive files for general cost objects:
1. Choose $FFRXQWLQJ→&RQWUROOLQJ→&RVW2EMHFW&RQWUROOLQJ→ &RVWVIRU,QWDQJLEOH
*RRGVDQG6HUYLFHV→7RROV→$UFKLYLQJ→&RVWREMHFW→ &UHDWHDUFKLYH
To archive a cost object hierarchy, choose $FFRXQWLQJ→&RQWUROOLQJ→&RVW2EMHFW
&RQWUROOLQJ→3URGXFW&RVWE\3HULRG→7RROV→$UFKLYLQJ→&RVWREMHFW→ &UHDWH
DUFKLYH
2. Enter a variant.
The variant contains selection criteria the system uses to determine which cost object
ID to archive. The criteria are the controlling area, the cost object category, and the
name of the cost object ID. You can also set the following indicators in the variant:
– 7HVWUXQ
The system only simulates archiving. No archive file is produced. Data is archived
and deleted from the database.
– $UFKLYLQJ
The data is only archived; it is not deleted from the database.
– $UFKLYHDQGGHOHWH
Data is archived and deleted from the database.
To display a list of existing variants, choose 3RVVLEOHHQWULHV.
5. Select the menu options (GLW → &UHDWHMRE
6. Choose (QYLURQPHQW → -RERYHUYLHZ.
– ARCHIVE_CO_KSTRG_DEL (deleting from the data base)
– ARCHIVE_CO_KSTRG_WRI (writing to the archive)
-XQH
&2&RQWUROOLQJ 6$3$*
'HILQLWLRQ
The archiving object CO_ML_DAT archives the material ledger data for the $FWXDO
&RVWLQJ0DWHULDO/HGJHU component.
8VH
The archiving object contains information about transaction data that is considered at material
settlement and can be analyzed. You can delete data from the database that is no longer
necessary for material settlement by archiving it.
6WUXFWXUH
The following tables contain data which belong to the Material Ledger data.
• CKMLHD Header Data
• CKMLPR Prices
• CKMLPP Periods
• CKMLCR Currencies
-XQH
6$3$* &2&RQWUROOLQJ
Run times are minimal.
One record requires approximately 500 bytes of storage.
-XQH
&2&RQWUROOLQJ 6$3$*
You can archive only that material ledger data which was created by material settlement. You
control the remaining check criteria when you define the variant.
-XQH
6$3$* &2&RQWUROOLQJ
8VH
The variant contains the selection criteria that the system uses to determine which material
ledger data to archive. The criteria are:
• Year
• Posting Period
• Material
• Valuation Area
• Valuation Type
The variant also indicates whether the program is a test run or an update run.
When you reload the material ledger data from the archive, you can use the usual
functions to analyze the data.
-XQH
&2&RQWUROOLQJ 6$3$*
8VH
The variant indicates whether the reloading program for material ledger data should be a test run
or an update run.
-XQH
6$3$* &2&RQWUROOLQJ
Before you use archiving object CO_ML_DAT make sure that the data:
• Will no longer affect material prices
• Is only needed for purposes of analysis

ou can archive material ledger data independently of other archiving programs.
If you make the changeover to the euro after archiving, the system prevents inconsistent data
from being reloaded.
-XQH
&2&RQWUROOLQJ 6$3$*
'HILQLWLRQ
The archiving object CO_ML_BEL archives material ledger documents for the $FWXDO
8VH
The archiving object contains information concerning transaction data relevant to the valuation of
a material.
6WUXFWXUH
The following kinds of material ledger documents are available, differing by transaction type:
• CL Material Ledger Settlement
• PC Material Ledger Price Change
• UP Material-Ledger Update
The following tables contain data which appear in the material ledger documents.
• MLHD Material Ledger Documents: Header
• MLIT Material Ledger Documents: Materials
• MLPP Material Ledger Documents: Posting Periods
• MLPPF Material Ledger Documents: Field Groups (Posting Periods)
• MLCR Material Ledger Documents: Currencies
• MLCRF Material Ledger Documents: Field Groups (Currencies)
• MLCR Material Ledger Documents: Price Changes (Currencies)
-XQH
6$3$* &2&RQWUROOLQJ
One record requires approximately 1000 to1200 bytes of storage.
-XQH
&2&RQWUROOLQJ 6$3$*
Check whether your are legally required to store certain documents. Because this situation deals
with valuation-relevant data, you should get in touch with your accounting department.
You control the remaining check criteria when you define the variant.
-XQH
6$3$* &2&RQWUROOLQJ
8VH
The variant contains the selection criteria that the system uses to determine which documents to
archive. The criteria are:
• Document numbers
• Year
• Document date
The variant also indicates whether the program is a test run or an update run.
When you reload the material ledger documents from the archive, you can use
the usual functions to analyze them again.
-XQH
&2&RQWUROOLQJ 6$3$*
8VH
The variant indicates whether the reloading program for material ledger documents should be a
test run or an update run.
-XQH
6$3$* &2&RQWUROOLQJ
Before you use archiving object CO_ML_BEL make sure that the data:
• Will no longer affect material prices
• Is only needed for purposes of analysis

You can archive material ledger documents independently of other archiving programs.
-XQH
&2&RQWUROOLQJ 6$3$*
'HILQLWLRQ
The archiving object CO_ML_IDX archives the material ledger indexes for the $FWXDO
8VH
The archiving object contains entries that allow you to analyze the transactions for a material and
to display the documents.
6WUXFWXUH
The contents of table CKMI1 are archived.
,QWHJUDWLRQ
Material ledger indexes are updated even if you use Materials Management without the $FWXDO
-XQH
6$3$* &2&RQWUROOLQJ
One record requires approximately 50 to 60 bytes of storage.
-XQH
&2&RQWUROOLQJ 6$3$*
You can archive Material Ledger indices at any time.
You control the check criteria when you define the variant.
-XQH
6$3$* &2&RQWUROOLQJ
8VH
The variant contains the selection criteria that the system uses to determine which indices to
archive. You archive indices by year and period. The system archives all indices up to but not
including the period you specify. Archiving is carried out for all the valuation areas in the client.
The variant also indicates whether the program is a test runor an update run.
When you reload the material ledger indices from the archive, you can use usual
functions to analyze them again.
-XQH
&2&RQWUROOLQJ 6$3$*
8VH
The variant indicates whether the reloading program for material ledger indexes should be a test
run or an update run.
-XQH
6$3$* &2&RQWUROOLQJ
You can archive material ledger indexes (archiving object CO_ML_IDX) independently of other
archiving programs.
-XQH
&2&RQWUROOLQJ 6$3$*
'HILQLWLRQ
When you generate an operating concern, the system automatically generates two archiving
objects (COPA1_xxxx for FRVWLQJEDVHG3URILWDELOLW\$QDO\VLV and COPA_xxxx for DFFRXQW
EDVHG3URILWDELOLW\$QDO\VLV, where xxxx is the name of the operating concern) and the
corresponding write, delete, and reload programs.
6WUXFWXUH
You can archive the following data in FRVWLQJEDVHG Profitability Analysis (CO-PA):
• Actual line items

Table(s) CE1xxxx
• Plan line items

Table(s) CE2xxxx
• Segment level
Table(s) CE3xxxx
• Realtime distribution (by transaction)

Table CEALE01
Table CEAL01 can only be archived if you have distributed Profitability Analysis (ALE)
active DQGare transferring data in realtime (by transaction) between systems. Table
CEALE01 in the target system contains the references to the line items in the sender
system.
In DFFRXQWEDVHGProfitability Analysis, you can archive your Controlling line items (tables
COEP, COEJ, and COBK) and summary record tables (tables COSS, COSP, and COKA).
You can archive your data using a number of selection parameters.
6HHDOVR
Creating Archive Files (CO-PA) [Page 83]
-XQH
6$3$* &2&RQWUROOLQJ
5XQWLPHV&23$
5XQWLPHV&23$
No application-specific source code (such as validity checks) is executed when you run the
archiving program. Consequently, the time required to archive the data depends entirely only the
workload capacity of the database.
-XQH
&2&RQWUROOLQJ 6$3$*
3UHUHTXLVLWHV&23$
3UHUHTXLVLWHV&23$
Beforeyou archive data, be sure to updateany reports or summarization levels that use that
data.
If you wish to reload archived data, make sure that QRSRVWLQJVhave been made in the system
since you archived the data. This would lead to inconsistencies between the line items and the
segment level.
-XQH
6$3$* &2&RQWUROOLQJ
When you generate an operating concern, the system automatically generates two archiving
objects (COPA1_xxxx for FRVWLQJEDVHG3URILWDELOLW\$QDO\VLV and COPA_xxxx for DFFRXQW
EDVHG3URILWDELOLW\$QDO\VLV, where xxxx is the name of the operating concern) and the
corresponding write, delete, and reload programs.
The program archives the tables listed in the section Archiving Objects (CO-PA) [Page 80]
3URFHGXUH
To archive your transaction data, proceed as follows:
1. On the initial screen of the archiving transaction, choose $UFKLYH. The system
displays the $UFKLYH$GPLQLVWUDWLRQ&UHDWH$UFKLYH)LOHV screen.
2. Use the 3RVVLEOHHQWULHV function to choose the variant with which you want to run the
archiving program. If no variants exist, you can create one by choosing the
pushbutton 0DLQWDLQ. For more information about creating a variant, see the online
documentation (F1 help) for the 9DULDQW field.
You can enter the following selection parameters for your variant:
• )LVFDO\HDU
• 3HULRG
You can only archive time intervals of less than one fiscal year if you are
archiving actual line items only.
• 3ODQDFWXDOLQGLFDWRU
• 9HUVLRQ
• 5HFRUGW\SH(only in costing-based CO-PA)
If you want the system to create an archive, select the &UHDWHDUFKLYHfield. Otherwise
the system runs the program in the WHVWPRGH. That means that it only selects the
data and generates a log.
If you want to run the deletion program in the test mode, select the 'HOHWLRQSURJUDP
LQWHVWPRGHfield. This option is only relevant if the deletion program is started
automatically (see *RWR → &XVWRPL]LQJ).
If you only want to archive line items, select the $UFKLYHOLQHLWHPVRQO\field. In this
case the system will not archive the segment level.
It does not make sense to archive the VHJPHQWOHYHO for the current year, since it
is still being updated.
Similarly, you should only archive OLQHLWHPV for previous periods, since these
can still be posted in the current period.
3. Choose 6WDUWGDWH to define when the program should run.
4. Choose 6SRROSDUDPHWHUV to specify how the archiving log should be managed. If you
want the archiving program to automatically start the delete program, these spool
parameters apply for the log for the delete program as well.
-XQH
&2&RQWUROOLQJ 6$3$*
For further details about spool management, see the section 3ULQWLQJ in the
documentation ,QWURGXFWLRQWRWKH56\VWHP. You can find this documentation in the
R/3 Library under :RUNLQJ:LWKWKH56\VWHP.
5. Under (QYLURQPHQW→&XVWRPL]LQJ, you can make other settings, such as
• The size of an archive file
• The logical file name
• The connection to ArchiveLink
• Automatic execution of the deletion program
6. Choose &UHDWHMRE to create the job with the settings you have made.
By choosing *RWR→-RERYHUYLHZ, you can display a list of all the jobs that exist for this
archiving program. For more information about background jobs, see the online documentation
&RPSXWHU&HQWHU0DQDJHPHQW6\VWHP unter %DFNJURXQG3URFHVVLQJ→ 6FKHGXOLQJ
%DFNJURXQG-REV. You can find this documentation in the R/3 Library under %DVLV→6\VWHP
$GPLQLVWUDWLRQ.
-XQH
6$3$* &2&RQWUROOLQJ
'HOHWLQJ'DWD&23$
'HOHWLQJ'DWD&23$
If you want to archive your data without deleting it from the database, you need to execute the
deletion program in a separate step.
3URFHGXUH
To execute the deletion program, proceed as follows:
1. On the initial screen of the archiving transaction, choose 'HOHWH. The system displays
the $UFKLYH$GPLQLVWUDWLRQ'HOHWLRQ3URJUDP screen.
2. Note that predefined variants exist for both the test and production runs. You can
maintain these variants by choosing (QYLURQPHQW → &XVWRPL]LQJ.
3. If you want to run the deletion program in the test mode, select the 'HOHWLRQSURJUDP
LQWHVWPRGH field. In this case the system uses the variant that was defined in
Customizing ((QYLURQPHQW→&XVWRPL]LQJ) in the 7HVWUXQYDULDQWfieldunder Settings
for the deletion program. In the test mode, no table entries are deleted. Otherwise the
system uses the variant that was entered under 3URGUXQYDULDQW.
4. Choose $UFKLYHVHOHFWLRQ to determine which data should be deleted.
5. Choose 6WDUWGDWH to determine when the job should run.
6. Choose 6SRROSDUDPHWHUV to determine how the deletion log should be managed.
$GPLQLVWUDWLRQ.
-XQH
&2&RQWUROOLQJ 6$3$*
You can reload archive files back into the databse. If you do so, however, SAP cannot ensure
that your data will be entirely consistent. You therefore need to make sure no postings were
made for the time interval that you want to reload.
No data may be reloaded if the current numbers of the number range objects involved
(COPA_IST and COPA_PLAN for costing-based Profitability Analysis and RK_BELEG for
account-based Profitability Analysis) have been reset.
3URFHGXUH
To reload an archive file, proceed as follows:
1. On the initial screen of the archiving transaction, choose 5HORDG. The system displays
the $UFKLYH$GPLQLVWUDWLRQ5HORDG$UFKLYH screen.
2. Choose 3RVVLEOHHQWULHV to select the variant with which you want to execute the
reload program. If no variants exist, you can create one by choosing 0DLQWDLQ.
If you select the 7HVWUXQfield, no data will be inserted into the tables.
3. Choose $UFKLYHVHOHFWLRQ to determine which data should be reloaded.
4. Choose 6WDUWGDWH to determine when the job should run.
5. Choose 6SRROSDUDPHWHUV to determine how the reload log should be managed.
$GPLQLVWUDWLRQ.
-XQH

2&rqwuroolqj: Mickael Quesnot

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2&rqwuroolqj: Mickael Quesnot

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• line items in the current period

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4. Enter the number of residence periods for each line.

6. Save your entries.

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• COFIT Totals records for the reconciliation ledger

• Fiscal year (from - to)

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• Plan: Splitting to activity type

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• Plan line items

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• Value type (optional)

• Fiscal year (optional)

1DPH $UFKLYLQJ2EMHFW /RJLFDO'DWDEDVH

• Generating the archive

• Automatic start of the delete program after closing the archive

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