FI Document Archiving: New Features

Description

For Release 4.0, document archiving in Financial Accounting has been substantially revised. A greater range of data can now be archived and improvements have been made to the technical side of accessing documents. The archives themselves have not been affected by these changes; it is still possible to read and reload archives from every existing Release (Release 1.0-4.0, R/2 migrations).

1. Additional Data
As from Release 4.0, data from extended withholding tax processing, payment card processing, and external tax calculation can also be written to the archive. This data has no affect on whether a document can be archived or not.
2. Technical Conversion
From Release 4.0 onwards, documents are archived using their own Financial Accounting structures instead of the cross-application archive index (ARCH_IDX). Within these structures a distinction is made between the general description of contents (ADMI_FIDOC), the document-based archive index (ARIX_BKPF) and the account-based archive indexes (ARIX_BSAD, ARIX_BSAK, ARIX_BSAS, ARIE_BSIS).
The description of contents allows you to display an overview of the contents of an archive during archive administration and when dialog boxes are displayed. This overview is summarized per company code, fiscal year and document type.
The document-oriented archive index replaces all the cross-application archive index functions for Financial Accounting (document display from the archive).
The account-oriented archive indexes cannot yet be used in standard transactions and programs. However, they can be used for customer developments.
Both document and account-oriented archive indexes can be enhanced using append structures that are created automatically from the document header (BKPF) and the document line items (BSEG).
3. Further Functional Enhancements in Document Archiving
The previous deletion program for secondary indexes (SAPF048I) has been revised and now functions as a general index deletion program for Financial Accounting documents. It processes all secondary indexes, document-oriented and account-oriented archive indexes, and checks on the existence of content descriptions for archives and obsolete archive indexes.
The index removal program is no longer scheduled at the end of the archiving program, but automatically once the last deletion program has been run. If you do not want it to start automatically, you can override this setting under technical Customizing for the archiving object FI_DOCUMNT (automatic start post-processing program) where you can also define a variant for the automatic start. In archive administration, the index removal program can be started manually as a post-processing or removal program.
You can now make generic entries for company code, document type and account type when customizing document and account type lives (entry "*" for "all values"). These can be used in any combination.
In addition, you can also detail intervals for account type lives. An account interval details another account interval if it lies within the first interval. When the system determines the appropriate entry for an account, it always uses the most detailed entry. Generic entries are always less detailed than non-generic entries. If the system finds two simple generic customizing entries for the same entry (e.g. a particularcompany code) it takes the maximum of the two entries.
The transactions for customizing document type and account type lives now include a test function that checks an individual document against the corresponding lives (transaction FB99).
From the standard document search program (SAPF048S) and standard archive analysis program (SAPF048A) you can now branch from the line item display to the document display.

Change system parameters in customizing

The new entries for index lives in Customizing for document type lives (document-oriented archive index) and account-type lives (account-oriented archive index) can be entered in Customizing for document types and account type lives. Note that non-existent or empty entries are interpreted as 9999 days (around 27 years).

Changes to the interface

In personal Customizing (transaction FB00) you can define how the system should react when searching for documents in the archive. There are a number of search strategies, together with the possibility of having the system prompt you as to how the search is to be carried out before it is actually started.

Procedure for removing dataset errors

The datasets affected by these technical changes can be converted by program SAPF048T. This transports entries in table BSIA and ARCH_IDX to the new index tables ARIX_BKPF, ARIX_BSAD, ARIX_BSAK, ARIX_BSAS, ARIX_BSIS.

The contents description of old archives can be created using program SAPF048X.