Archiving Date (PT/PY/FI-TV)
Definition
The date up to which a component’s data is archived on a personnel number by personnel number basis.
Use
You determine the archiving date for each archiving object of an archiving group, that is, for each component for which data is archived.
When you determine the archiving date, you must take note of the following criteria:
When you determine the archiving date, you must take account of statutory regulations that apply in a particular country. For this reason, you can only archive data together if it belongs to the same country.
Statutory regulations on the availability of data in the system must be observed.
It must be possible to perform retroactive accounting runs.
If you want to run reports for a large number or all of the personnel numbers, you should not yet archive the relevant data.
If you only want to run reports for a few personnel numbers, or if your requirements are met by reports H99_DISPLAY_PAYRESULT (
Display Payroll Results
) or RPCLSTTE (Details of a Trip
), you can archive the relevant data.Once the HR preparations for archiving have been performed, the following activities are no longer possible for the prepared data:
Execute report RPUDIR00 (
Restore the Payroll Results Directory
)Delete the current payroll result by choosing
Tools
Payroll result
Delete
Once you have determined the archiving date, all of a component’s data is archived that is available up to the archiving date.
The end date of each subtype is then updated in the Archived Objects infotype (0283). To do this, the system uses the end date of the for period for the PA_TRAVEL (trips) and PA_CALC (payroll results) archiving objects, and the end date of the last archived period for the PA_TIME (time evaluation results) archiving object. For this reason, the archiving date of the archiving object that you specified when creating the archiving group might not be the same as the end date of the pertinent subtype.
Example
You want to archive all data at your company up to December 31. An employee left the company on October 31. Payroll results exist for the employee up to this date. Time evaluation results only exist for the employee up to June 30.
After archiving, the system sets the end date of the subtype for PA_CALC to October 31, and the end date of the subtype for PA_TIME to June 30. The archiving date for payroll results and time evaluation results in the archiving group is December 31.
Integration
If the
Payroll
,
Time Management
, and
Travel Management
components are integrated, the archiving dates of the integrated components must be compatible for retroactive accounting.
Caution
If the
Payroll
and
Time Management
components are integrated, the system needs time evaluation results to remain on the database for as long as retroactive accounting runs are possible in
Payroll
. This means the
archiving date for Time Management
must be
earlier than
or the same as the
retroactive accounting limit for Payroll
.
The system helps you to reconcile the archiving date and retroactive accounting limit
Of an archiving object
Of several archiving objects (irrespective of whether they are archived using a common archiving group, or separate archiving groups)
To reconcile the archiving date and retroactive accounting limit, you can use one of the following methods:
You determine the archiving date. The system suggests a retroactive accounting limit that occurs as soon as possible after the archiving date, and ensures that both dates are in accordance with country-specific regulations .
You determine the retroactive accounting limit. The system suggests an archiving date that occurs as soon as possible before the specified retroactive accounting limit, and ensures that both dates are in accordance with country-specific regulations.
You can then change the system defaults as follows:
You can enter a later date for the default retroactive accounting limit.
You can enter an earlier date for the default archiving date.