Archiving Business Partners (SAP Library

Archiving Business Partners

Use

This function enables you to archive business partner data using archiving object TRTM_BPAR, delete it in the system, and reload it later, if necessary.

Integration

Authorization object S_ARCHIVE checks who is allowed to use the archiving function.

Prerequisites

A) Customizing

Before you can use the archiving function, you must make the general Customizing settings for archiving.

See also:

The section on Customizing in the general archiving documentation in the SAP Library: Cross-Application Components ® CA - Application Data Archiving.

B) Requirements for business partners you want to archive

The function for archiving business partners has to undergo a series of technical and business checks to ensure that the data in the system is consistent.

A financial transaction must fulfil the following criteria:

The application areas Loans, Treasury Management, and Real Estate Management must have ‘released’ the business partner for archiving, in other words:

In the Loans area, you are allowed to archive a business partner if this business partner is not assigned to a loan or loan object in any role.

In the Treasury Management area, you are allowed to archive a business partner, if this business partner

is not assigned as the counterparty in any transaction

is not assigned as the payer/payee in any transaction

is not assigned as the guarantor in any transaction
These criteria are fulfilled if you have neither concluded any transactions with the business partner, nor already archived the financial transactions with this business partner.
See also: Archive Financial Transactions

does not have a class

has not been assigned to any securities account

In the Real Estate Management area, you are allowed to archive the business partner, if the business partner is not linked to a real estate object.

Your business partner must not be linked via a relationship to another business partner, which you do not intend to archive.

The business partner must not be defined as alternative payer/payee or alternative dunning recipient in a business partner that is not going to be archived.

If you want to carry out your own checks before you archive your business partner, you can add these without making any changes.

See also: Additional Notes

Features

The system can write the following data from the business partner master data to the archive:

General data (table BP000)
Employment data (table BP011)
Fiscal year information (table BP021)
Business partner addresses (table BP030)
Credit standing data (table BP1010)
Fiscal data (table BP1020)
Reporting data (table BP1030)
Regulatory reporting data in company code (table BP1040)
General control data (table BP1050)
Company code control data (table BP1060)
Relationships (table BP2000)
Additional data (table BP3000)
Standing instructions: Payment details (table VTBSTA1 / VTBSTC1)
Standing instructions: Transaction authorizations (table VTBSTA3)
Standing instructions: Correspondence (table VTBSTA2)
Standing instructions: Derived flows (table VTBSTA4)

The following business partner data cannot be archived:

Customer data

General data in customer master (table KNA1)
Customer master (company code) (table KNB1)
Customer master (dunning data) (table KNB5)
Customer master (bank details) (table KNBK)

For more information on archiving the customer master data, see the documentation on 'CA - Application Data Archiving’ in the SAP Library in the FI Financial Accounting area.

Addresses (SANS1)

The data that cannot be archived is not deleted after the business partner data is archived.

Functions:

Choose Basic Functions ® Tools ® Archiving ® Business Partner (transaction BPAR_ARCH_W). The Archive Management: Initial Screen appears. From here, you can branch to the following functions:

Archive
Delete
Storage system
Management (Overview of Archiving Runs)

Archiving business partners

You can go directly to this function from the initial screen (report program BPREPARCH).

You can restrict the choice of business partners to be archived using selection criteria.

Time factor:

Note that archiving business partners can be a lengthy process since it depends on a number of factors, such as the number of business partners, the availability of batch servers, and the ratio of business partners to be archived to those to be checked.

If you discover that the archiving programs take too long to run, you can divide up the data. You can do this in the partner data in the variant maintenance screen by selecting key values such as the business partner grouping or the role category.

Test run/Update run

You can do a test run prior to each archiving run. This allows you to identify possible errors early on.

Since you can only reload business partners that have been archived correctly, we recommend that you carry out a test run of an archiving activity prior to the update run.

Deleting archived business partners in the system

You can delete business partners that have been archived using the delete function. The report program deletes the business partners in the archiving file that are complete. (Report program BPREPARCH_DELETE)

You can delete the data manually or have it deleted automatically. The system is set up so that the deletion program is triggered manually when you archive business partners. Use transaction AOBJ to change this setting.

You access the delete function via Management. Choose Tools ® Archiving ® Business Partner and click Delete.

Start a test run before you delete the data in the update run. Make sure there are no warnings or errors here (error status ‘W’ or ‘E’).

Also make sure that the business partner is no longer used in the period between the archive run and the delete program.

You have to specify a variant for the test run and the update run in Customizing for specific archiving objects by choosing 'Technical Settings’.

Always ensure that you are deleting data from the most current archiving run from the system. If you choose older archiving runs, this may lead to data inconsistencies in the database.
If you reassign the numbers of the business partners that have been archived, these business partners can no longer be reloaded.

Reloading archived business partners in the system

You can use this function to reload business partners that were deleted successfully from the system after an archiving run. You can go directly to this function from the initial screen by choosing ‘Goto ® Reload‘ (report program BPREPARCH_RELOAD).

Remember you can only reload business partners that were archived correctly.

In the selection screen for the report program, you can use variants to restrict the choice of business partners to be reloaded. Any business partners that are not reloaded are stored in a new archive file. This also applies to business partners that cannot be reloaded due to a technical error. Once you have identified the cause of the error, you can use this archive file again to reload the data.

Transaction AOBJ allows you to make various technical settings for archiving object TRTM_BPAR, such as the name or path of the archive file.

Displaying the logs for business partner archiving

Using transaction UCP7 'Display logs’, you can display the logs for the archiving runs.

Choose the project ‘0010 Archiving business partner’.
Specify which archive logs you would like to see. You can restrict your selections according to the user (Created by), the date (Created on), and the time (Creation time).

See also:

For more general documentation on archiving in the SAP Library, see: Cross-Application Components ® CA - Application Data Archiving.