You should archive external purchasing documents before vendor master records and material master records.

You should archive purchase orders before contracts.

Material documents are archived in Inventory Management (MM IM); invoice documents are archived in Invoice Verification (MM IV).

When you archive purchasing documents, you receive a list of the documents that could not be archived in a detailed log. In addition, the system displays the reason why the documents could not be archived.

Reasons why the system could not archive a purchasing document:

• The document could not be blocked.
• No additional check is active for the affected document category or document type.
• An item is blocked.
• The associated sales order for an item has not yet been invoiced.
• No tolerance limits have been set in Customizing for an item.
• An item is still entered in the info record as the last document item.
• The last change date for an item is outside the tolerance limit.
• The delivery costs for an item have not been cleared.
• The blocked stock for an item is not equal to zero.
• Down payments exist for an item.
• Parked invoices exist for an item.
• The GR quantity is not equal to the GI quantity.
• The GR quantity is not equal to the delivered quantity for an item.
• The GR quantity is smaller than the ordered quantity minus the underdelivery tolerance for an item.
• The "Delivery completed" indicator has not been set for an item.
• The invoiced quantity is not equal to the GR quantity for an item.
• The invoiced quantity is smaller than the ordered quantity for an item.
• One item does not fulfill the criteria in the additional check.
• The associated release order for an item has not yet been invoiced.
• Open rebate arrangements still exist.
• The last purchase order history transaction for an item is outside the tolerance limit.
• The date of the last release for an item is outside the tolerance limit.
• No quotation has been entered or rejected for an item, or the deadline for submission of quotations has been exceeded.