Customizing: MM_EKKO (MM-PUR) (SAP Library - Materials Management (MM))

Customizing: MM_EKKO (MM-PUR)

Use

Residence Time of Data in the System

You set the residence times of external purchasing documents in Customizing for Purchasing.

There are two parameters:

Residence time 1

Specifies the number of days after which the archiving program may set the deletion indicator. In the standard system, this is 30 calendar days.

Residence time 2

Specifies the number of days after which the archiving program may delete documents that carry the deletion indicator. In the standard system, this is 30 calendar days.

If changes are made to the purchasing documents or transactions (such as a goods receipt) affecting them take place within the residence times, the deletion indicator is not set or archiving is not carried out.

If the system does not find an entry in Customizing for a document, the latter cannot be deleted, and a message is issued in the log.

If the deletion indicator has been set manually for an item, the system always checks residence time 2 in both single-step archiving and two-step archiving.

One-Step Archiving

In the case of one-step archiving, the following happens in one step for each item in each document.

Residence time 1 is set for each item.
If this residence time is exceeded, the system sets the deletion indicator for each item.
When all the items in a document contain the deletion indicator, the system archives the affected document.
Once the document has been archived, it is deleted from the database.

You only have to start the archiving run once for these activities.

Two-Step Archiving

In two-step archiving:

The deletion indicator is set for all closed items if the deletion criteria are fulfilled the first time that the archiving program is run

In the process, the system checks the Residence time 1 parameter.

the next time the archiving program is run, the documents are archived and deleted

In the process, the system checks the Residence time 2 parameter.

Activities

You can set residence times for all external purchasing documents and set up additional checks for outline agreements by document type and item category in Customizing for Purchasing.

To set the residence time, choose <Purchase requisition> ® Define tolerance limit for archiving.

You specify technical values for the archiving run (such as name, path, and maximum size of the archive file) and settings for the deletion program in Customizing for Archiving.