Performing the Archiving 

1. Execute the Usage Check

The system checks all business partners for which the Archiving Flag indicator has been set. If the check shows that the business partner can be archived, the system sets the status of the business partner to Archivable.

To schedule these checks to run in the background, perform the following steps:

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       1.      Start transaction SARA.

       2.      Enter the archiving object CA_BUPA.

       3.      Choose Check/Delete.

       4.      Choose the variant you created for report CRM_BUPA_DA_SELECTIONS using the input help.

You also have to enter a start date and define a spool parameter. Enter an output device in the spool parameters.

       5.      Choose Execute.

       6.      You can view the status of the archiving by choosing Job Overview.

2. Write Object Data to the Archive

The write program writes the data of all objects that have the status Archivable to the archive files defined for the appropriate archiving object.

In the archive administration of the ADK (transaction SARA), the system sets the status of the archiving run to Incomplete.

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       1.      Start writing data to the archive using the archive administration (transaction SARA).

       2.      Enter the archiving object CA_BUPA.

       3.      Choose Write.

       4.      Choose a variant of the report BUSOBARCH using the input help.

If a variant has not been defined, create a variant of the report BUSOBARCH. Select the business partners to be archived using the selection criteria and assign a short text for the archive.

You also have to enter a start data and define a spool parameter. Enter an output device in the spool parameters.

       5.      Choose Execute.

       6.      You can view the status of the archiving by choosing Job Overview.

3. Delete Objects in the Database

The delete program opens the archive files that the write program previously created and  reads them.

This step is only required if you have not set the flag in Customizing for automatically starting the deletion report with the stated report variant.

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       1.      Start the deletion of data from the database using the archiving administration, (transaction SARA).

       2.      Enter the archiving object CA_BUPA.

       3.      Choose Delete.

       4.      Enter the archive selection, start date, and the spool parameters.

You must enter an output device in the spool parameters. Normally there is the output device LP01 in the system (virtual printer).

       5.      Choose Execute.

The system sets the status of the archiving run to Complete.

The business partners archived or removed from the system, as well as the business partners that are still being used and that cannot be archived or deleted, are recorded in a log.

You can call up all the logs for your archiving object directly in the archive administration.

 

You can delete and archive complete business partner data records only. It is not possible to archive and delete only part of the business partner data.

4. Display Archived Business Partners in Business Partner  Maintenance

There is a technical view in business partner maintenance for archived business partners that allows you to read all archived data and see which business partners have been archived using the archive explorer in the archive information system.

For the archiving object CA_BUPA, the archive information structure CA_BUPA_ALL is  provided in the archive information system. You have to activate the archive information structure just once so that the archive for business partners can be read. You can activate the archive information structure either at the start of archiving or at a later date.

After activating archive information structure CA_BUPA_ALL, you can display the archived business partners in business partner maintenance by choosing Environment ® Display Archived Data.

5. Data Exchange with Other Systems

Archiving occurs in the local system. An exchange with other systems is performed as follows:

●     By replicating the archiving flag

●     By sending a delete BDoc for each archived business partner

In this way the business partners in question are also deleted on the mobile clients. The archiving and deletion of the flagged business partners has to be triggered separately in the ERP system.