Checks for Internal Orders (CO-OM-OPA)
Because the create archive program only selects those orders that can be deleted, the criteria for deleting data is the same as for archiving data.
Internal orders have a delete flag and a deletion indicator. Both are set by application functions.
You set or reverse the delete flag as part of master data maintenance. When you do this, the system checks to determine whether the order can be deleted.
Before you can set the Deletion indicator, you must have set the delete flag and retention period 1 must have expired. You cannot reverse the deletion indicator once it is set. Choose retention period 1 in such a way as to be sure that you will no longer need orders not used in the retention period.
You can set both the delete flag and the deletion indicator in bulk processing. To do this, go to the Internal Orders menu and choose Tools ® Archiving ® Orders ® Set delete flag.
This process only archives orders for which the deletion indicator is set and for which retention period 2 has expired.
The two retention periods are part of the order type. You can change them in the implementation guide for overhead cost orders by choosing Order master data ® Define order types.
Settlement documents are only archived if their retention period has expired. You enter the retention period in the settlement profile. (To do so, go to the Implementation Guide for overhead cost orders and choose Actual postings ® Settlement ® Maintain settlement profiles. Enter the settlement profile in the settlement parameters for the settlement rule). If you enter a residence period of less than 3 months, then the system automatically sets this to 3 months. This is also the case for settlement documents, which are produced through settlements from automatically generated settlement profiles. These have a fixed residence period of 3 months.
Note that the residence period starts only with the posting date. The posting date is usually the last day of the period that you are settling.
From Release 4.0 you can enter a posting date that is later than the settlement period.