Displaying Documents from the Archive (FI) (SAP Library

Displaying Documents from the Archive (FI)

You can display individual accounting documents from the archive. You can display this document from the display line items function via the General Ledger, Accounts Receivable or Accounts Payable menu.

However, you can only display line items from an account if the secondary index is still available in the system. Whether or not the secondary index still exists depends on the length of its index life. For more information, see Index Life in Financial Accounting (FI) .

From the line item display, it is possible to access the documents stored in the archive file. Note that the system can only locate those documents that are still in the index for the archive access (archiving index). You must create this index when writing the archive. For more information about the archive index, see the "Archive Development Kit" in Extended Function Library Applications. You find this documentation in the SAP Library under Basis Components ® ABAP Workbench.

If you have not written the archiving index for a particular period of time, then you can create it using program SAPF048S for the FI_DOCUMNT archiving object or for individual archive files of an archiving object. You can also recreate the index or add to it if you have already deleted parts of this index.

For more information, see Starting the Index Removal Program for Documents (FI) or Starting the Index Construction Program for Documents (FI).

The following settings are necessary in order to display line items:

In general Customizing for archive management, you must select the Fill index indicator in the delete program for the FI_DOCUMNT archiving object. You can now access individual documents in the document archive for Financial Accounting.

From the Archive Management: Initial Screen choose Customizing and in the dialog box that appears Technical settings.

For more information, see Customizing Delete Program Settings .

If, when displaying the line items for an account, you want previously archived documents to be accessible for a certain period of time, you must lengthen the index life in the Customizing of the account life for document archiving.

For more information, see Index Life in Financial Accounting (FI).

You determine the index life in Customizing by choosing Financial Accounting Global Settings ® Document ® Accounting Document Archiving ® Archiving, Account Type Life.

To enable users to display line items for documents from the archive, you have to allocate them the appropriate editing functions.

You can do this from the General Ledger, Accounts Receivable or Accounts Payable menus by choosing Environment ® User parameters ® Editing options and then choosing the Doc. display tab. Choose a suitable strategy for accessing the document archive. This activates the document search in the archive. There you can set whether you want to confirm again that this activity is carried out before the archive access.

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For displaying documents from archives that have not been translated, you can make a setting in Customizing that determines whether such documents are to be translated according to the local currency changeover. To do this, choose from the General Ledger menu Environment ® User parameters ® Editing options ® Document display. If required, set the flag Currency conversion when documnts read from archive. If you do not set this flag for the currency conversion, the documents will be displayed in their original currency and their original amount.