Archiving Data Using a Variant (SAP Library

Archiving Data Using a Variant

Prerequisites

You have maintained the Customizing Settings for archiving (such as the size of the archive file and the variants for test and production sessions of the delete program).

The specific conditions for archiving journal entries and totals records are fulfilled (for example, the corresponding periods are closed).
See Archiving of Consolidation Totals Records and Journal Entries.

Procedure

Choose Tools ® System Administration ® Administration ® Data Archiving, or start the transaction using the transaction code SARA.

In the screen Archive Management: Initial Screen, enter the object name CONS_ITEM (for journal entries) or CONS_SUM (for totals records), and choose Archive.

In the screen Archive Management: Create Archive Files, enter the name of a variant.

The variant contains the selection criteria for the totals records or journal entries of the consolidation that you wish to archive.

Here, you can create a new variant, or use an already existing variant.

If you wish to create a new variant, enter the name and choose Maintain.

In the screen Variants: Change Screen Assignment, choose Continue.
In the variant maintenance screen, you

determine the selection criteria (View, Consolidation Chart of Accounts, Fiscal Year, and so on),
determine the processing options (Test run, Archive or Archive and Delete), and
if desired, choose the option Detail log and enter a note for the variant.

For more information, see Variant Settings for Archiving.

Save the variant by choosing Continue.

In the following screen, enter the Variant description, and save the variant again.
Return to the screen Archive Management: Create Archive Files, and choose Start Date.
Specify the start time and save your entries.
In the screen Archive Management: Create Archive Files, choose Spool params.
Enter the spool parameter information for the archiving session and save your entries.
Once you have maintained the start time and the spool parameters, select Execute in order to start the write program.

In order to display the status of the job you have created, select Goto ® Job overview.

Result

The result depends on the processing options you chose:

If you chose Test run, the system reads the data, but it does not create an archive file and it does not delete any records from the database.

If you chose the processing option Archive, the system writes the data records in one or more archive files according to your selections, but it does not automatically delete any records from your database.

If you chose the procession option Archive and Delete, the system transfers the totals records or journal entries to one or more archive files. The system then automatically starts the delete program for each archive file. The delete program once more reads the data to be deleted from the archive files, and then deletes the data from the databases.

No matter which option you chose for processing, the system always creates a log file.