Optical Archiving of Financial Accounting (FI) Documents 

Description

Release 4.5A enables you optically to archive documents from the FI application component using ArchiveLink.
The following financial accounting documents are supported by this function:

• Payment advice notes

• Checks

• Correspondence

• Dunning notices

These documents are automatically archived provided you made the necessary settings in Customizing.

Change system parameters in customizing

1. You determine the archive to which the documents are to be stored under the activity Maintain storage systems in the Basis Implementation Guide. This activity can also be located under Basis Components -> Basis Services -> SAP ArchiveLink -> Basic Settings -> Maintain storage systems.

2. You can either use document types contained in the standard system or create your own. To do this, carry out the activity Maintain document types in the Basis Implementation Guide under Basis Services -> SAP ArchiveLink -> System Settings -> Maintain document types.

3. The enhancements to optical archiving are realized using Business Transaction Event technology, for which SAP supplies the following sample function modules:

• FI_OPT_ARCHIVE_PAYMENT_ADVICE

• FI_OPT_ARCHIVE_PAYMENT

• FI_OPT_ARCHIVE_CORRESPONDENCE

• FI_OPT_ARCHIVE_DUNNING_NOTICE

More detailed information on the individual function modules can be found in the function module documentation.

If, in Customizing, you made changes to object types and document types, you need to adapt the function modules accordingly. To carry out changes to the sample function modules, copy them to your name range. The changes can then be carried out in the source text. To learn how to copy function modules to your name range, read the documentation for the activity Use business transaction events . This activity is located in the Financial Accounting Implementation Guide under Financial Accounting Global Settings .

The sample function module FI_OPT_ARCHIVE_CORRESPONDENCE comprises the correspondence types SAP01 and SAP08. You can enhance this function module by any number of correpondence types.

If you already use your own enhancements (user exits) or Business Transactions Events for output control of printing, faxing, Email or transmission, check whether these enhancements should be replaced by one of these archiving function modules containing these additional functions, or ensure that no data is overwritten.

4. Assign Events to the function modules. The preset Events are contained in the documentation on the individual function modules. Changes to this assigment can be made in the Financial Accounting Implementation Guide under Financial Accounting Global Settings Use Business Transaction Events (or transaction FIBF) via Settings -> P/S function modules -> ... of a customer.

Changes in procedure

You can display archived documents via Office -> Business Documents -> Documents -> Search or from the Accounts receivable or Accounts payable menu via Master records -> Display -> System -> Display links -> Stored documents.