Your system administrator archives inactive POs periodically. Archived documents are removed from the database.
For detailed information on archiving purchasing documents, refer to the documentation
Cross-Application Components
, under
CA Archiving Application Data
(section on
MM Materials Management
).
When is a PO Deactivated?
A purchase order is deactivated when all of its items meet one of the following criteria:
The item has been cancelled
The order quantity (or more) has been delivered and invoiced
The "delivery completed" indicator has been set and the invoiced quantity is greater than or equal to the order quantity
Note
By making the appropriate system settings, you can specify that PO items cannot be archived if they are listed in a purchasing info record as belonging to the most recent PO in the system (that is to say, if they are liable to serve as a source of default data).
Purchase orders are archived in two phases:
Deactivation
: All PO items meeting one of the above criteria are given the status
Deactivated
.
Archiving : The deactivated POs are deleted from the system and archived in a separate storage medium.
In the same way as other purchasing documents, deactivated POs remain in the system until they have been archived by your system administrator. The latter initiates the archiving process for purchase orders via
.You can list documents that have been archived via
.Note
This database-oriented archiving must be distinguished from document archiving in optical archiving systems by means of
SAP ArchiveLink
. If ArchiveLink is used and the appropriate settings are made in ArchiveLink Customizing and Message Customizing in Purchasing, purchase orders that are outputted as messages can be optically archived. You can view optically archived purchase orders from within the SAP document display via
For more detailed information, refer to the section
Optical Archiving of Outgoing Purchasing Documents
in the documentation
SAP ArchiveLink - MM Document Storage Scenarios
.
For more information on SAP ArchiveLink, see BC SAP ArchiveLink - Application Scenarios .