Perform HR Preps for Archiving (PT/PY/FI-TV)

Use

Note Note

Before you perform this step, you are advised to perform the Test HR preparations for archiving step.

End of the note.

When you perform this step, checks are executed for each personnel number. The checks ensure that archiving is performed properly. This is time-consuming, so you are advised to execute the step in the background.

Note Note

For more information about the checks that the system carries out, see Archiving Procedure (PT/PY/FI-TV)

End of the note.

You can maintain master data during this step. Personnel numbers are only locked temporarily while they are processed.

Prerequisites

  • You have accessed the Archiving Data screen.

  • You have selected the archiving group for which you want to execute the HR preparations for archiving.

  • The archiving group has the Released for HR preparations status.

Procedure

  1. In the HR preparations for archiving group box, choose Perform .

  2. Specify whether a log must be created.

  3. Choose Start of the navigation path Program Next navigation step Execute in background. End of the navigation path

Result

If Successful:

The system makes the following changes for each personnel number:

  • The end date is updated for each subtype record of the Archived Objects infotype (0283). The Prepared for archiving status is also set for each subtype record.

  • In infotype 0003 Payroll Status , the earliest personal retroactive accounting limit is checked and, if necessary, overwritten by the new value. If the new retroactive accounting limit to be set is an earlier date than the limit that is currently valid, the old value is retained. Otherwise, the existing retroactive accounting limit is overwritten by the retroactive accounting limit from the archiving group.

  • The keys of the data records to be archived are written to their own cluster directory or table, and deleted from the cluster directory for the data. This occurs for each component for which an archiving object has been assigned to the archiving group.

Master data is unlocked for unrestricted maintenance activities.

If you perform the HR preparations for archiving step and then determine that a personnel number requires retroactive accounting in the period prior to the archiving date, or that a personnel number must be removed from the archiving group, execute the Undo HR preparations for archiving step. You can then cancel the assignment of personnel numbers to an archiving group.

After you have performed the HR preparations for archiving step, data that has been prepared for archiving cannot be accessed by the payroll or time evaluation driver. At this point, however, it still exists in the database. Retroactive accounting runs are no longer possible for archived periods.

If Errors Occur:

If the HR preparations for archiving give rise to errors, you must either solve the errors or remove the problematic personnel numbers from the archiving group. Unless you have corrected all of the errors, you cannot perform the Exit HR preparations for archiving step.

If a personnel number gives rise to errors, the Archived Objects infotype (0283) for that personnel number is changed as follows:

  • If a personnel number is locked, each subtype record that was created by the current archiving group has the Locked personnel number status. Subtype records that were created by previous archiving runs remain unchanged.

Remove the cause of the lock, by, for example, ending master data maintenance for these personnel numbers. Then execute the HR preparations for archiving again.

  • If an error occurs in a particular component (for example in HR) the subtype record in question has the Rejected status. The subtype records of other components continue to have the Initialized status. To remove the errors, you can cancel the assignment of personnel numbers to an archiving group .