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  Archiving Document Data

Use

An archiving run can be divided into the following technical steps:

  1. In the first step, the Write program writes ("copies") the loan document headers and loan document positions to be archived as archive files in a file system and the original document data remains on the database for the time being. At the same time, the system determines the reorganization records that replace these original documents in functional respects for Loans Management - such as the accumulated scheduled repayments for a loan contract up to the archiving key date selected. These records are stored as inactive in a separate database table. The reorganization records are extracted in the same way as in the SAP Document Data Summarization .

  2. In the second step, the Delete program deletes the original document data from the database table and sets the relevant reorganization records to status active for further functional processing. These now replace the deleted original documents for loans management.

For more information, see Archiving .

Prerequisites

In the Customizing activity, under Start of the navigation path Tools Next navigation step Archiving End of the navigation path , you have the option of making cross-archiving object settings, archiving object-specific settings and Basic Customizing settings.

Within the archiving object-specific Customizing settings, in the activity Start of the navigation path Document Data Archiving Next navigation step Technical Settings End of the navigation path , in the area Delete Jobs you need to keep the default setting Start Automatically for the archiving object CMLDOCUMNT. This is strongly recommended to link reorganization and archiving. After the archiving write program the system starts the delete program automatically, meaning that the document data is deleted from the database immediately after the archiving run has been successfully completed.

Procedure

  1. Choose Start of the navigation path Position Management Next navigation step Periodic Processing Next navigation step Reorganization Next navigation step Archiving Next navigation step Archive Document Data. End of the navigation path

  2. In the Loan Document Archiving: Archive Document Data (By package) screen, you set the parameters with which the write program is to be started.

Note Note

By choosing Get Variants, you can select a variant, providing one or more variants have already been created in the system. You can create a new variant via Start of the navigation path Goto Next navigation step Variants Next navigation step Save as Variant End of the navigation path .

End of the note.

You specify which documents are to be checked for archiving by way of the following selection criteria:

  • In the General Selections section you have to enter at least one company code and specify one or more contracts for which the documents are to be archived.

  • In the Further Selections section you can narrow down the selection of documents to be archived, for example by product category, product type and contract currency.

If you select the Disbursed Loans Only field, the documents from loans that have not been disbursed are excluded from the archiving process(such as processing charges).

  • In the Execution Parameters section, you need to enter the specified key date for the Archiving that must be at least two years before the current date. The system uses this date as the reference date for determining the documents that can be archived.

Note Note

You should also note that loan document data that is less than two years old and still within the residence time is not archived.

End of the note.

  • However the system does archive payments that are within the residence time but that have debit or credit postings that are more than two years in the past. You also need to enter the specified "Payment" key date up to which the payments can be archived. This key date must be at least one year before the execution date for the archiving, inother words before the current key date.

  • You have the option of carrying out a test run, by selecting the appropriate field. If you start the archiving report in test mode, the system only simulates the archiving run, it does not write archiving files or delete the data from the database.

  1. Choose Execute. The system executes the function as a background job.

Note Note

Choose Job Overview to check the job log.

If you still need to carry out a local currency conversion from an EMU participant currency to the euro for a company code, you cannot archive any documents from the company code concerned until the currency conversion has been completed, as this would terminate the archiving run.

Note that the archived documents from loans whose contact currency has not been converted to the euro can no longer be reloaded after a contract currency conversion.

End of the note.

The following buttons are also available:

  • Administration

The system displays an overview of the archiving runs, differentiating between incorrect, incomplete, complete, and replaced archiving runs and those that have been reloaded or created by a reload run.

When you double-click on an archive file the system displays the details for the respective file. You can add a comment for the file and change the file name, if necessary.

  • Status

The Display Archiving Status function allows you to display the archiving status for a certain loan position.

  • Job Overview

This button opens the report Simple Job Selection. When you execute the report, the system displays an overview of the status of the jobs you have generated based on the selection criteria you enter in this screen. You should have the system display the log.

Result

The original documents to be archived are stored in the archive files of the file system. The corresponding reorganization records are saved in a separate database table.