Process: Batch Record Archiving (PP-PI) 
Purpose
This process describes a typical scenario for optical batch record archiving.
Prerequisites
There is at least one released process order that has been assigned to the batch in one of the following ways:
- In the process order while editing the header data (Goods receipt tab page) or the material list (detail data on the co-product)
- At the time of the goods receipt for the process order
- While creating an inspection lot for the order
- During results recording for a partial lot of the order
- All process orders for the batch have the following statuses:
The system sets this status when you create a process order with an approved master recipe, use the function Read master data to transfer an approved master recipe to the order, or approve the order in a single approval.
The system sets this status when you release the order, provided that the Batch record required indicator is set in the order type-dependent parameters (see Customizing for Process Order).
If a batch record already exists for a batch, the system sets the status Batch record required in all other process orders for the batch even if this has not been defined for the order type in Customizing. Process orders that are created later are thus completely included in the batch record.
Process Flow
You manufacture batches in your plant and the material master record (Work scheduling view) specifies that batch records must be created for these batches and their process orders.
- You generate the batch records for these batches. In doing this, you create a header record for each batch. You can call up all data belonging to the batch record from this header record. However, the system does not archive the data yet.
You start batch record generation according to your own requirements as follows:
- In a periodic background job that takes into account all newly created batches
- Manually for the batches of specific materials
- You start the deviation analysis and check whether the data is complete and correct based on the results of this analysis.
If required, you also simulate the other documents of the batch record and check the data of the corresponding R/3 objects. If required, you make sure that missing data is added, for example by sending all process messages for the order from within the message monitor.
- If some of the relevant data is stored outside the R/3 System, you include these files in your batch record as an attachment.
If files are already located in the archive of your batch records (such as notes on the attachment that also apply to other batch records), you assign them directly from the archive. All other files (such as raw data from the process control system or labels) can be transferred to the archive when you create the attachment.
- If required, you enter comments for your batch records, for example to explain a deviation.
- If it has not been done yet, shop floor control and quality assurance must now set the following statuses for you to be able to archive the batch record:
- Order status Technically completed or Closed
- Inspection lot status Lot locked for batch record
- If your Customizing settings specify that batch records must be archived before they can be approved, you now archive the batch record. While doing this, the system automatically performs a deviation analysis as specified in your Customizing settings. You archive the results of this deviation analysis in the batch record.
You start batch record archiving according to your own requirements as follows:
- In a periodic background job for all batch records that meet the status requirements
- Manually for the batches of a specific material
- You or somebody else with the corresponding authorization approves the archived batch records by executing a
digital signature or carrying out a
signature strategy.
If your Customizing settings specify that batch records must be archived during approval, archiving is now started automatically.
At the same time, the system automatically performs a deviation analysis as specified in your Customizing settings. You archive the results of this deviation analysis in the batch record. You check the results of the deviation analysis and enter a comment on the signature to explain why you still approved the batch record.
If required, you add to the batch records even though they have been approved. This means, however, that the existing batch record version becomes invalid and the system creates a new, unapproved version of the batch record. You can add to the batch record by:
- Creating an attachment (see step 4)
- Entering a comment (see step 5)
- Archiving other R/3 documents (see step 7 or 8)
You need to do this, for example, if another inspection lot was created for a batch or another process order was assigned to it after the batch record was archived.
Documents that have already been archived are not archived again.
- You approve the new version of the batch record by executing a digital signature or carrying out a signature strategy (see step 8).
Result
Your batch record data is completely archived and approved, and stored in your optical archive. You can carry out the following functions after this:
- You can call up the batch records from the archive whenever you want and easily evaluate them using the Deviations document.
- For batches whose material master record specifies that an approved batch record is required (Work scheduling view), you can now do the following:
- Take the usage decision for the incoming inspection lot of the batch
- Change the batch status from Restricted to Unrestricted
- You can archive the R/3 objects belonging to the batch and delete them from the R/3 database.
The R/3 System guarantees an availability period for batch records. You specify this period in the overall profile of your materials (see Customizing for Batch Records). Once this period has expired, you can use a background job to delete the header records of the batch records from the R/3 System. You can then no longer access the archive files from within the R/3 System.