You should also note that loan document data that is less than two years old and still within the residence time cannot be archived. However, payments that are within the residence time but relating to debit or credit positions that are more than two years old can be archived up to a certain key date (Specified Key Date "Payment"). You must specify a key date that is least one year before the archiving run.

The archiving function is integrated into the overall Loans Management functionality.

You can also make the necessary settings in the Loan Management Customizing under Tools ® Archiving.

Certain criteria need to be fulfilled so that loan document data can be archived. After you start the archiving run, the system runs checks on the documents for the loans selected.
The archiving program checks whether the documents can be archived at document header and document item level and carries out a cross-document check for full clearing by payments, grouping by daybook or reference unit and reversal relationships.

If the check finds that one of the prerequisites has not been met for a document, the system does not archive the whole document. In this case the archiving key date is reset for the relevant loan.

The standard date you specified for the loan document archiving is reset for the following document combinations:

• If the archiving key date does not correspond to a repayment clearing date for an annuity or installment loan, the archiving key date for all the loan documents is reset to the clearing date.
• Because the system only archives the debit positions that are completely cleared by your specified payment date, the archiving key date for a loan is set back to the date on which all the previous debit positions are cleared.
• If not all of the documents for a loan that are generated within a capital transfer, a payoff or a disbursement and grouped together by a daybook or a reference unit fall within the archiving period, the archiving key date is also reset.

The following documents are not archived within an archiving run:

• If a loan still contains open items that fall within the archiving period, the system outputs a warning message and none of the documents for this loan that lie after the open items are archived.
• If a loan still contains master data or flow data that is pending released, the system does not archive the documents for this loan.
• A document of a loan is not archived if it is posted within the archiving period but has been reversed after the valid archiving key date. The other documents for this loan are archived, however.

When you implement the archiving function, a large number of loan functions are restricted for the respective archiving period because the archived original documents for Loans Management are no longer available. For example, the reorganization records are displayed in the cash flow with a special indicator but do not have the relevant calculation basis. In the account statement the reorganization records are displayed, selected by an icon, but it is not possible to display an individual document or an FI document. It is also not possible to calculate capital amounts within the archiving period.

You need to be aware that there are some functional limitations, not only within Loans Management but also in connection with other components.

The authorization object T_CML_ARCH controls the operation of the different archiving programs (Write, Delete, Reload, and Display Archive). You can display this object in the menu under Tools ® Administration ® User Maintenance ® Information System ® Authorization Objects ® By Object Name, Text.

You also need the following, general authorizations:

• S_ADMI_FCD for printing and spool usage
• S_BTCH_JOB for batch processing

Create the authorizations using transaction PFCG.

For every archiving program (archive, delete, reload) you can have the system display a standard log and an application log (via the report Evaluate Application Log - transaction SLG1) containing detailed information for each loan.

The following functions are available within loan document data archiving:

Choose Position Management ® Periodic Processing ® Reorganization ® Archiving.