Archiving Financial Transactions (SAP Library - Corporate Finance Management (CFM))

Archiving Financial Transactions

Use

You can use this function to archive financial transactions from the Money Market, Foreign Exchange and Derivatives areas using the TRTM_FTR archiving object. You can then delete them from the system and reload them again, if necessary.

Integration

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

Prerequisites

A) Customizing

General settings for archiving

Application-specific settings in Customizing: Corporate Finance Management ® Transaction Manager ® General Settings ® Tools ® Archiving of Transactions.

Define Company Code-Dependent Minimum Retention Period
Define Product Type-Dependent Minimum Retention Period

B) Criteria that transactions must fulfil in order to be archived

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

Criteria that a transaction must fulfil:

The minimum retention period in the system must comply with the settings made in Customizing.

The transaction activity must be settled or the transaction must be reversed.

All flows that are relevant to posting must be posted.

The transaction must have reached the required confirmation status.

Features

Managing archive files

Choose Corporate Finance Management ® Transaction Manager ® General Functions ® Archiving ®Financial transactions and then choose the Administration pushbutton (transaction FTR_ARCH_M). The Archive Administration: Initial Screen appears. From here, you can branch to the following functions:

Archive
Delete
Reload
Administration (Overview of archiving runs)

Archiving financial transactions

You can call up this function from the archive administration screen (as described above) or you can choose Corporate Finance Management ® Transaction Manager ® General Functions ® Archiving ® Financial Transactions and choose the Administration pushbutton (transaction FTR_ARCH_W).

You can restrict the number of financial transactions you want to archive using selection criteria.

Note

Time factor:

Bear in mind that archiving financial transactions is usually a lengthy process, since it depends on a number of factors such as the number of transactions, the availability of batch servers, the ratio of transactions to be archived to those to be checked.

If you find that the archiving programs take too long to run, you can divide the data into portions. You do this using the general selections in the variant maintenance screen and then split the data according to key values such as the transaction number, company code or change data.

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 financial transactions that have been archived correctly, we recommend that you carry out a test run for an archiving activity before the update run.

Reloading archived financial transactions in the system

Use can use this function to reload financial transactions that were deleted from the SAP System successfully after an archiving run. You can call up this function from the administration screen (as described above) or you can choose Corporate Finance Management ® Transaction Manager ® General Functions ® Archiving ® Financial Transactions and choose Goto ® Reload from the menu.
Note

Remember that only correctly archived financial transactions can be reloaded.

You can restrict the number of transactions to be reloaded in the report selection screen. The transactions that you do not select for reloading are placed in a new archiving file. This also applies to transactions 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.

Deleting archived transactions in the system

You can also use the archiving function to delete archived financial transactions from the system. The report program deletes the transactions of an archiving run that are complete in the archive file.

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

You go to the delete function via the Administration screen. Choose Corporate Finance Management ® Transaction Manager ® General Functions ® Archiving ®Financial transactions and then choose the Delete pushbutton.

Carry out a test run prior to deleting data in an update run. Make sure there are no warnings or errors here (error status ‘W’ or ‘E’).

Note

Always make sure that you are deleting data in the system from the most current archiving run. If you choose older archiving runs, this may lead to data inconsistencies in the database.
After you have deleted transactions from the system, make sure that the number range intervals for these transactions are not taken by new transactions. You can only reload transactions with consistent number ranges.

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

See also:

More general documentation on archiving in the system is available in the SAP Library: Cross-Application Components ® Archiving Application Data (CA-ARC).