The Data Retention Period (FI-AA)

The data retention period is the only archiving test criterion.

Standard Retention Period

The following standard retention periods apply to individual object components in the system.

Since this information is only relevant in the current fiscal year, the system reorganizes or archives this data during the first reorganization run after the fiscal year has been closed.

Under certain circumstances, it may be necessary to reverse the year-end closing more than once in order to be able to correct postings. Therefore, the minimum retention period of these objects is extended to a year beyond the year-end closing. This means that these objects can only be cleared after the close of the following fiscal year.

The earliest that a complete asset can be cleared is when it is deactivated and none of its depreciation areas contain values. The minimum retention period is extended to a year beyond the close of the year in which the asset is deactivated.

Customer-Specific Retention Periods

In addition to the standard retention period described above, you can specify your own retention periods for transactions or values. You make these specifications in Customizing for Asset Accounting under Master Data ® Archiving ® Specify retention periods for archiving. The actual retention period is the sum of this retention period and the standard system retention period of one year.

Deactivated asset: 3/1/YYYY

System retention period: 1 year

Customer retention period: 1 year

The earliest that an asset can be reorganized is in the fiscal year YYYY plus three years. The number three comes from adding a year each for the year following the deactivation year, the system retention period, and the customer retention period.

It is not currently possible to retain individual assets in the system for longer than the defined minimum retention period. The exception to this is assets with history management.

Retention Period for Assets Under Construction with Line Item Management

Assets under construction with open item management are handled somewhat differently than other assets during archiving. You can delete transactions and annual values for these assets only when the asset under construction is deactivated.

Retention Period for Assets with History Management

Assets with history management (an indicator that is set in the asset master record) are handled like assets under construction with open-item management.

Retention Period for Capital Investment Measures

Assets under construction for capital investment measures can only be deleted when the accompanying Controlling (CO) object (internal order, WBS element) is deleted.