Creating Archive Files - Documents (FI)
Procedure
The Archive Administration: Create Archive Files screen appears.
The system archives only those documents posted in the company codes you specify here.
The system archives only those documents within the interval you specify.
The system archives only those documents within the document type interval you specify.
The system archives those documents posted within the time period you specify.
The system uses the date the document was entered in the system to determine whether the minimum number of days you specify here has been exceeded. If so, the document can be archived.
The system uses this date to calculate which documents can be archived. Before a document can be archived, it must have exceeded its document life and account life at this key date. If the time between the posting or clearing date and the key date is less than the specified life, the document remains in the system.
If the archiving program is started in test mode, archiving is only simulated. The system neither writes data to archive files nor deletes data from the database.
The detail log records information on each archive object. The detail log is also generated during test runs. For more information, see Logs (FI).
Only incorrect objects are listed in the detail log, i.e. objects that for some reason were not archived. This is a shortened version of the log.
A short text added to help identify the archiving session within archive administration.
The system asks you whether you want to save your values. To save your data choose Yes.
The ABAP: Save variant attributes screen appears, and you enter a description of your variant in the Description field.
To display the status of the jobs you created, choose Goto ® Job overview.
For more information on maintaining variants, see the SAP Library under Getting Started.
If every condition for archiving has been met, the system writes the archived documents to archive files. The system then starts a delete program for each archive file. This program rereads the data to be deleted in the archive files and then deletes it from the database.
If you have specified in Customizing that the system should automatically transfer archive files to optical storage, the system deletes the archive files as soon as this transfer has been effected.
Secondary indexes are not deleted at the same time as documents, but remain in the system until their index life is exceeded. After each archive and delete run, the system automatically starts a program that checks whether any index entries can be deleted, deleting them where possible. For more information, see Index Life in Financial Accounting (FI).
If you select the Fill index indicator for the delete program in Customizing, the archive index that represents the link between document and archive is updated. This index allows a document to be displayed from the archive in the line items list. You can display this document from the display line items function in the General Ledger, Accounts Receivable or Accounts Payable menu. For more information, see Displaying Documents from the Archive (FI).
Furthermore, you can customize FI document archiving so that documents from the current fiscal year cannot be archived. See also Customizing Archiving Objects (FI)
Documents can be archived at a point when posting periods are open. This can lead to inconsistencies however if documents from open periods are archived, and then posted to a prior period. It is therefore essential that you only archive documents from closed periods. Further, you should only archive those company codes that share the same posting period variants.
If you carry out a local currency changeover in the current fiscal year, you may not archive any FI documents from that year until the local currency changeover has been carried out successfully. If you have selected documents from the current fiscal year for archiving, you can choose one of the following options: Continue archiving, Protect fiscal year and Cancel. If a local currency changeover is to be carried out in the current fiscal year, you must choose Protect fiscal year or Cancel. If you choose the option Protect fiscal year, documents from the current fiscal year are not archived.