Archiving Vehicles

Use

You can archive in batch vehicles that have been sold and that you only require for evaluations and for displaying history. This enables you to keep the load on the database to a minimum. And thus you can improve system performance when you search for current vehicles.

There are no rules dictating when vehicles should be archived. The Vehicle Management System is very flexible as regards how and where it is used and therefore the business requirements in this respect can be very different.

Recommendation Recommendation

We recommend that you do not archive vehicles within the warranty period.

End of the recommendation.

Integration

SAP standard archiving is used for archiving vehicles.

You can find in the documentation for Cross-Application Components under Introduction to Data Archiving (CA-ARC) .

Features

  • First of all, vehicle archiving allows you to select the vehicles you wish to archive (transaction VELOARSL) and then archive them by using SAP standard archiving (standard transaction SARA, object name VEHICLE ). If required, you can display the archived vehicles again (transaction VELOARDI).

    Note Note

    You can delete the archiving indicator with transaction VELOARSL.

    End of the note.

  • Only the VMS internal data , that is vehicle data including customer-specific fields, additional qualifiers, vehicle history, links to standard documents, additional configurations, links to dealers and end customers, and the configuration data is archived. The actual documents that are linked to the vehicle are not archived.

  • You have two views at your disposal when you archive vehicles:

    • Technical view: list of tables/structures and fields

    • Vehicle view: “flat” (not hierarchical) display of vehicle data, configuration, history and additional data. This display is similar to the display on the tab page Detail of transaction VELO. The only difference is that information is not made available via toggle bars – it is listed and can be scrolled.

  • The following actions are executed in the background when you execute transaction VELOARSL.

    • ARCS Set archiving indicator

    • ARCD Delete archiving indicator

      These actions are defined as internal actions in the standard Customizing settings. You cannot, therefore, call them interactively from transaction VELO. The actions are required in VMS so that they can be added to the action matrix of an action control and be linked to a status. In this way, you can ensure that only vehicles with an appropriate status (for example, sold , delivered or paid ) are flagged for archiving and not any vehicles that are still required.

      Caution Caution

      Archived vehicles cannot be reloaded.

      End of the caution.

Activities

  1. Choose transaction VELOARSL to flag vehicles for archiving. Enter the desired selection criteria and choose Execute. A list appears that displays all the vehicles that correspond to your selection criteria. Select the desired vehicles from this list and choose Execute again. The archiving indicator is set for the vehicles you have selected.

    Note Note

    The archiving indicator is not displayed with the vehicle details in transaction VELO. If you want to check which vehicles are to be archived, you can set, in transaction VELOARSL, the indicator for deleting the archiving indicator and execute the report without entering any further selection criteria. The results list then displays all the vehicles for which the archiving indicator is set.

    End of the note.

  2. Choose transaction SARA to archive the flagged vehicles. Choose the object name VEHICLE in the initial screen.

  3. Choose transaction VELOARDI to display the archived vehicles. Enter the desired selection criteria (vehicle numbers, vehicle model, plant) and choose Execute.

    A list appears that displays all the vehicles that correspond to your selection criteria. You can display the details for a vehicle by double-clicking on it in this list. To do this, choose either the technical view or the vehicle view.

ILM-Based Information for the Archiving Objects

You can use the archiving object VEHICLE with the VEHICLE ILM object as part of SAP Information Lifecycle Management. In order to do so, you must activate the associated business function Information Lifecycle Management (ILM) (transaction SFW5). The system then also displays the ILM Actions frame. You can use these actions to archive documents with the retention periods defined in the Information Retention Manager. You can also make snapshots (copies) of data or delete data that fulfills the prerequisites.

The following fields for VEHICLE defined in the ILM policy and are visible when processing ILM policies (transaction IRMPOL):

  • Available Time Bases

    • Last Changed On (LAST_CHANGE_DATE)

  • Available Condition Fields

    • Storage location (LGORT)

    • Plant (WERKS)

  • Available Policy Categories

    • RTP: Retention Rules

For more information, see SAP Information Lifecycle Management.