Subsequent Settlement: Retrospective Compilation of a Document Index 

Prerequisites

In order to carry out the retrospective compilation of business volumes, the system must be able to efficiently access all documents that may be relevant to a retrospectively entered condition record. This is done via an appropriate index. In this case, the document index is an information structure within the Logistics Information System (structure S111), which is also used by other applications in the SAP System.

The system supplies the information structure with the necessary data when a document item relevant to subsequent settlement (indicator set) is created, changed or deleted. For each document item, the function creates an entry containing the document number, the item number and the price determination date, each time the access sequence is accessed.

To reduce the volume of data, a Subsequent settlement index indicator exists for each vendor (in the purchasing organization data). Set this indicator for each supplier of the goods listed in the purchasing document, so that the system can create the relevant index entries. The actual supplier of the goods can differ from the settlement partner. In view of the high volume of data, however, you should carefully consider whether you need to set this indicator.

In the case of settlement requests, the system creates customer-side index entries if the relevant indicator is set for the vendor. In the case of documents without a purchasing organization, the system always creates the index entries. If you set this indicator retrospectively, e.g. when putting the mechanism into operation for the first time, or if an access sequence is added or changed, the corresponding index entries may be missing in documents that already exist. In this case, you must recompile the document index.

If you also set the Subsequent settlement indicator for the first time when you set the Subsequent settlement index indicator, it is possible that all existing document items are flagged as not relevant to the subsequent settlement process. A requirement in the calculation schema prevents conditions involving subsequent settlement from being inserted for certain document items (e.g. delivery without charge). Similarly, the system does not insert such document items in the document index. Select the indicator and retrospectively compile the document index.

Any existing contract items are flagged as not relevant to subsequent settlement. Change these as well. If you do not, newly created PO items referencing an outline agreement item will similarly not be relevant to the subsequent settlement process. You may have to subsequently maintain existing purchase order items that reference the contract.

You should therefore pick out all affected documents (purchase orders, delivery schedules, and outline purchase agreements) relating to the goods supplier and set the Settlement indicator in the "additional data" of the relevant document items (Overview ® Goto ® Further data ® Additional data).

Procedure

  1. Start one of the following programs:

- RMCENEUA or RMEBEIN3 (for purchase orders and scheduling agreements)

- RMEBEIL3 (for vendor billing documents)

- RMEBEIZ3 (for settlement requests)

Only use program RMCENEUA if you want to recompile other information structures in addition to S111. The other programs for recompiling individual information structures are much more efficient.
  1. Enter a version.

You can have the system write data to version 000 directly. You do not need to save the data first or compile it in a test version and then re-copy it.
  1. If you enter a termination date and time, the system stops executing the program.

In the event of premature termination, the system logs the already processed documents under the run name so that you can resume the processing with the next document.

To continue an interrupted run, delete the New run indicator and enter the name of the interrupted run. Refer to the value help for the Name of run field for information on any interrupted runs.

If a run is terminated prematurely, the system only records the document numbers. So that you can continue the run with the same selection parameters (document date, for example), you should save the selection parameters in a variant.
  1. Execute the program. If there are a large number of documents, schedule a background job.

Results

The document index is recompiled in full. For information on how to check this, please see the section Prerequisites in Subsequent Settlement: Retrospective Business Volume Update.