Document Life in Financial Accounting (FI)

You can define the minimum amount of time a document spends in the system (prior to archiving) according to company code and document type. The system archives only those documents that have exceeded their document life. The reference dates used by the system are the document posting or clearing date and the key date (the date you specify when you start the archiving program).

If the minimum life is the same for several company codes or document types, you can enter an asterisk (*) instead of entering a specific company code or document type. If not, enter the appropriate company code or document type.

Entries using "*" are of course less specific than those where a particular document type or company code are specified. To determine the document type life, the system always uses the most detailed entry for document type. Note, however, that if you specify a company code but make a generic entry (*) for document type, or you specify a document type but make a generic entry for company code, both entries are equally unspecific. In this situation (shown in the example below) the system uses the entry with the maximum number of days.

Example:

Company code

Document type

Life (days)

0001

*

90

*

SB

120

Assuming you want to archive all documents as part of the closing entries for company code 0001, the program selects those documents that have been in the system for over 120 days.

If no entry exists, the system uses a minimum life of 9999 days.

If certain document types are of interest to you, you will define their minimum life per document type.

You can also define an archive index life. To learn how to do this, refer to Index Life in Financial Accounting (FI)

You define document lives and account lives in Customizing for Financial Accounting, by choosing Financial Accounting Global Settings > Document > Accounting Document Archiving > Define document type life.