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Archiving in FI-SL for Release 3.0A
Description
Archiving consists of three parts:
- Deleting the archived data records from the system
The three parts are described below:
Archiving in Special Purpose Ledger Beginning with Release 3.0
The archiving functions have been completely revised for Release 3.0. The
most important change being that the creation of an archive and the deletion
of the archived data records are now two separate functions.
The parameters that have to be maintained for an archive variant are
briefly described below:
- General selection parameters (ledger, record type, version, company code,
global company, fiscal year, period): it is advisable to specify as many
parameters as possible because this will improve the internal program
processing. You should above all enter the ledger and fiscal year. You should
make sure that only those data records are archived that have corresponding
entries in system configuration. For example, if you want to archive data
records for ledger 'AB' with version '007', the system first checks whether
version '007' is also assigned to ledger 'AB' in customizing. If so, the
archiving is performed for these parameters; if not, archiving does not take
place. The period only refers to the line items to be archived. If a period is
entered on condition that the archived data records are deleted from the
system, the summary records cannot be deleted. This is because a summary
record usually refers to 16 periods. You can therefore only delete a summary
record if all periods of the line items are also deleted.
- Output combination list only: if you choose this option, the system only
displays the list of those customizing combinations (and the number of records
for these customizing combinations) found using the parameters that are
currently set. Only the transaction data for these customizing combinations
would be deleted. The transaction data is not read or changed.
- Test run: a complete test run is performed. The transaction data is read,
but an archive is not created. Archive statistics are written for the virtual
archive. If you select 'Extended list output (with customizing statistics)' in
the 'Output Option' dialog box, the customizing settings and the records
counted for the customizing settings are also output.
Note: If discrepancies occur between the specified, corresponding numbers
under 'Total number of archive records' and 'Statistics of the archived
objects' in the 'Test run with extended list output', you should contact your
SAP consultant.
- Archive without database update: an archive is created (in accordance with
the parameters entered). However, the transaction data is not deleted from the
system. You cannot delete the records in this 'database copy' from the system
using 'Delete archive data'. If you want to do so, you must select the
'Archive with database update' option (see below).
For the additional output options, see the description under 'Test run'.
- Archive with database update: an archive is created (in accordance with
the parameters entered). Archived transaction data is deleted from the system.
The delete program is called up using a variant which you can define under
'Environment' --> 'Customizing'. It is important that you enter the correct
variant for the productive run.
As with the 'Test run', you can create an 'Extended list output'.
- Delete line items only: it is often necessary to remove line items from
the system during the fiscal year in order to reduce the volume of data and to
improve system performance. If you want to create an archive with a specific
parametrization, but only want to delete line items, you must set this
indicator.
General notes: before starting the archive, you must maintain the
configurable options (size of the archive file, variants for the test run and
productive run of the delete program, and so on) under 'Environment' ->
'Customizing'.
Separate deletion of archived data records
If the archiving of data records and the deletion of the archived data
records are performed separately, the deletion program can be called up
separately. You should make sure that a variant is defined for the test run
and the productive run. You can maintain the variants under "Environment
--> Customizing".
Note: you cannot delete the data archived using the 'Archive without database
update' option with this function. You can do so, for example, using
transaction "GCDE".
FI-SL Reloading Archives
In principle, it is possible to reload the contents of an archive into the
system. However, it is not possible for SAP to perform a complete consistency
check. To prevent incorrect or duplicate data in the system, you should
contact your SAP consultant before using this function.
You can reload the contents of an archive into the system as often as you
like. The status does not change for reloaded archives.
You specify the record types to be reloaded using the "Reload options". By
default line items are reloaded but you can also switch to the reloading of
summary records using the "Reload type" pushbutton.
When reloading line items, you can also select by period or using document
selections. Reloading totals and line items is (for obvious reasons) only
controlled using the fixed fields (without the period).
All archives offered for selection are allowed for each reload type.
You can make additional record type restrictions by entering the record
types:
Record type 0: Actual line items.
Record type 1: Plan line items.
Record type 2: Allocation actual line items.
Record type 3: Allocation plan line items.