Creating Archive Files - Documents (FI)

To archive documents:

  1. From the General Ledger, Accounts Payable or Accounts Receivable menus, choose Periodic processing ® Archiving ® Documents ® Archive.
  2. The system displays the Archive Management: Create Archive screen.

  3. Enter the name of a variant and choose Maintain.
  4. Maintain the variant by specifying the following selection criteria:
  5. Archive description (note)

    A short text added to help identify the archive run within archive management.

    Company codes

    The system archives only those documents posted in the company codes you specify.

    Document numbers

    The system archives only those documents within the interval you specify.

    Document type

    Enter the document type(s) to be archived.

    Fiscal year or posting periods

    The system archives those documents posted within the time period you specify in this field.

    Minimum number of days that documents must remain in the system

    The system uses the date the document was entered in the system to determine whether the minimum number of days you specify here have been exceeded. If so, the document can be archived.

    – Key date (today’s date)

    The system uses this date to calculate which documents can be archived. Before a document can be archived, it must have exceeded its document life and account life at this key date. If the time between the posting or clearing date and the key date is less than the specified life, the document remains in the system.

  6. Enter the appropriate selection criteria and, if necessary, activate these program parameters:
  7. Test run

    If the archiving program is started in test mode, archiving is only simulated. The system neither writes data to archive files nor deletes data from the database.

    Detail log

    The system records information on each object in the detail log. The detail log is generated during test runs.

  8. Choose Back.
  9. The system asks you whether or not you want to save your values. Choose Yes to save your data.

    The system displays the ABAP/4: Save Attributes of Variant (variant name) screen in which you must enter a description for your variants.

  10. Save the variants by choosing Save.
  11. Choose Back to return to the Archive Management: Create Archive Files screen.

  12. Enter the start date and spool parameters.
  13. Once you have maintained the above selection criteria, start date, and spool parameters, you can execute the archiving run by choosing Create job.

Choose Job overview to display the status of the jobs you created.

For more information on maintaining variants, see Getting Started with R/3 located in the R/3 library in the chapter Working with R/3

If every condition for archiving has been met, the system writes the archived documents to archive files. The system then starts a delete program for each archive file. This program rereads the data to be deleted in the archive files and then deletes it from the database.

If you have specified in Customizing that the system should automatically transfer archive files to optical storage, the system deletes the archive files as soon as this transfer has been effected.

Secondary indexes are not deleted at the same time as documents, but remain in the system until their index life is exceeded. After each archive and delete run, the system automatically starts a program that checks whether any index entries can be deleted, deleting them where possible. For more information on index life, see Index Life in Financial Accounting (FI).

If you select the Make index indicator for the delete program in Customizing, the archive index that represents the link between document and archive is updated. This index enables you to display a document from the archive using the line item display from the G/L, Accounts Payable, or Accounts Receivable menus. For more information, see Displaying Documents from the Archive (FI)

Documents can be archived at a point when posting periods are open. This can lead to inconsistencies however if documents from open periods are archived, and then posted to a prior period. It is therefore essential that you only archive documents from closed periods. Further, you should only archive those company codes that share the same posting period variants.