Storing Outgoing Documents (FI) (SAP Library - SAP ArchiveLink

Storing Outgoing Documents (FI)

Use

You can store documents transferred from the General Ledger (FI-GL), Accounts Receivable (FI-AR) and Accounts Payable (FI-AP) application components using SAP ArchiveLink. Documents that you created using SAPscript are stored in an external storage system and linked to the documents or accounts from which they are derived. You can store the following outgoing financial accounting documents:

Payment advice notes
Checks
Correspondence like payment notifications and bank statements
Dunning notices

Storage using SAP ArchiveLink takes place using Business Transaction Events, to which end SAP supplies sample function modules that you can activate by making the appropriate Customizing settings.

Caution

If you already use your own programs (user exits) or Business Transaction Events to manage printing, faxing, email or dispatching, check whether you need to replace these developments with a function module enhanced to perform these functions. IMPORTANT: Ensure that no data is overwritten.

Prerequisites

Technical Realization (FI)

Object type

BKPF (financial accounting document)

KNB1 (customer account)

LFB1 (vendor account)

Link table

TOA01

Document class

PDF

Document type

The following document types exist in the standard system:

FI document	Document type	Function module
Payment advice note	FIOPAYAVIS	FI_OPT_ARCHIVE_PAYMENT_ADVICE
Check	FIOPAYMENT	FI_OPT_ARCHIVE_ PAYMENT
Correspondence: Payment notification Bank statement	FIOPAYCONF FIOACCSTAT	FI_OPT_ARCHIVE_CORRESPONDENCE
Dunning notice	FIODUNNING	FI_OPT_ARCHIVE_DUNNING_NOTICE

If you make changes in Customizing to the object types and document types, you will need to adapt the corresponding function modules in each case.

Enhancements

There are no restrictions to the way in which sample function modules in the standard system can be enhanced. They can also be duplicated for additional document types and object types as many times as necessary.

You can define your own document types in Basis Customizing

under Basis Services ® SAP ArchiveLink ® System Settings ® Maintain Document Types.

To define you our own object types, from the SAP Easy Access menu, choose

Tools ® Business Framework ® BAPI development ® Business Object Builder.

The sample function module FI_OPT_ARCHIVE_CORRESPONDENCE contains the correspondence types SAP01 (payment notification) and SAP08 (account statement). Additional correspondence types can be added to this function module. You can define correspondence types in Financial Accounting Customizing under

Financial Accounting Global Settings ® Correspondence ® Define Correspondence Types.

Preparation and Customizing (FI)

To activate storage for financial accounting documents using SAP ArchiveLink, make the following settings in Customizing:

If you want to make changes to the function modules (changing the document type defined in the standard system for example) copy the sample function modules to your name range. You should then make these changes in the source text.

For a detailed description of the procedure for copying sample function modules to your name range, see the documentation for the activity Use Business Transaction Events (located in Customizing under Financial Accounting Global Settings.)
Define the storage method in the function modules. Enter the setting in source text for the parameter c_itcpo-tdarmod. The following settings are possible:

- 2 Store only

- 3 Print and store

You can determine the object type. To do so, enter the desired object type (such as toa_dara-sap_object = 'KNB1' ) in the functional module for the parameter toa_dara-sap_object.
Create a product with which all function modules that you want to activate can be summarized at a later date.

To do this, choose the activity Use Business Transaction Events, located in Customizing for Financial Accounting under Financial Accounting Global Settings. On the SAP Business Framework: Business Transaction Events screen, choose Settings ® Products ® ... of a customer. Mark this product as active by selecting the Active indicator.

Assign the function modules to processes (events).

To do this, choose the activity Use Business Transaction Events, located in Customizing for Financial Accounting under Financial Accounting Global Settings. On the Business Framework: Business Transaction Events screen, choose Settings ® P/S function modules ® ... of a customer. In the table that is now displayed, enter the names of the function modules that you want to activate, together with the Events or products required.
Also enter the name of the product already created.

The names of the processes (events) defined in the standard system are as follows:

Function module	Process
FI_OPT_ARCHIVE_PAYMENT_ADVICE	00002050
FI_OPT_ARCHIVE_ PAYMENT	00002060
FI_OPT_ARCHIVE_CORRESPONDENCE	00002310
FI_OPT_ARCHIVE_DUNNING_NOTICE	00001040

Activities

Storing outgoing documents (FI)

Outgoing documents are stored automatically if you have carried out the above-mentioned settings in Customizing.

Displaying stored documents

Stored documents can be displayed as follows:

From the SAP Easy Access menu, by choosing Office ® Business Documents ® Documents ® Find
From the Accounts Receivable or Accounts Payable menu by choosing Master records ® Display.
Enter the customer or vendor you wish to display, select one of the indicators under Company code data and choose ENTER.
On the screen that is now displayed, choose System ® Display relationships ® Stored documents.