Process: Batch Recod Archiving (PP-PI)

Implementation Considerations

This process describes a typical scenario for batch record archiving.


The batch for which the batch record is to be created meets the following requirements:


  1. A batch has been manufactured in your plant and a batch record must be created and approved for it. The reasons for this might be, for example, that the usage decision for the incoming inspection lot cannot be made without or the batch status cannot be changed from Restricted to Unrestricted.
  2. As the header record of the batch record you create a document info record. The simulation list or the archive file with the R/3 data of the batch record is allocated to this document info record as the original application file.
  3. You simulate the batch record based on the data currently existing in the system and check whether it is complete.
  4. If not, you make sure that missing data is added, for example, by sending all process messages for the order.

  5. If part of the relevant data is stored outside the R/3 System, you include archive files from non-SAP systems to the batch record. To do so, you transfer them to the header record of the batch record.
  6. If it has not been done yet, shop floor control and quality assurance must now set the following statuses for you to be able to archive the batch record:
  7. – Order status Technically completed

    – Inspection lot status Inspection close completed

  8. When the simulation lists are complete and the status requirements met, you archive the record.
  9. The archived batch record is approved by you or another person with the corresponding authorization. To do so, you execute a digital signature.


The approved record can now be used as a basis for making the usage decision and changing the batch status.