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Function documentationDocument Archiving

 

Archiving documents means that you delete data from the database and archive it in the file system. You can then store the data from the file system in external archives. You can thereby relieve the burden on your database at regular intervals. Archiving takes place in two steps. The first step is to write the data to an archive file in the file system. Then you delete the data from the database based on this archive. You can still access data that you have archived to the archive file in the file system. If you need the data on the database again (for example, because you have to make changes to it or because you archived it by mistake), you can also reload archives.

Prerequisite

For you to be able to archive a document, the following prerequisites must be met:

  • All business partner items are cleared.

  • The residence time specified in Customizing has expired.

    You enter the residence time for each document type in Customizing for Contract Accounts Receivable and Payable under Start of the navigation path Basic Functions Next navigation step Postings and Documents Next navigation step Archiving Next navigation step Define Residence Time of Document Types End of the navigation path. Or in transaction SARA, choose Start of the navigation path Goto Next navigation step Customizing End of the navigation path

  • The archive information structure is active for documents.

You can find a detailed list of all the checks that are carried out before archiving in the documentation for the archiving program.

To execute archiving in the background, you need a variant in which you define the parameters for the program run.

Features

When you archive documents in Contract Accounts Receivable and Payable, you can only archive documents and their related clearing documents in a predefined order. You can only display the complete clearing document in the system if the items cleared by it still exist on the database. The reverse is not true. Therefore, an archiving run first deletes all the clearing documents that have exceeded their residence time. You can then archive the documents with their respective cleared items in another archiving run. You use the SAP standard tool for archiving to archive documents from Contract Accounts Receivable and Payable. The archiving object for document archiving is FI_MKKDOC. The associated programs are:

  • Archiving of documents: RFKKAR10

  • Deletion of documents: RFKKAR11

  • Reloading of documents: RFKKAR12

The starting point for all archiving activities is transaction SARA for archive administration.

Activities

You should first become familiar with the basics of archiving (see the documentation about data archiving in SAP NetWeaver). To archive documents, choose one of the following paths:

  • Roles

    Start of the navigation path Archiving (SAP_FI_CA_ARCHIVING) Next navigation step Document Archiving End of the navigation path

  • SAP Easy Access screen

    Start of the navigation path Periodic Processing Next navigation step Archive Data Next navigation step Documents End of the navigation path

The programs for archiving documents from Contract Accounts Receivable and Payable appear in the Actions group box.