AC202_EN_Col92_FV_Part_A4 (第5页) | ERP软件技术分享

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Unit3: Validations/Substitutions AC202

Solution 10: Definition and Execution of

Substitutions in Financial Accounting

Task:

Foryourcustomerinvoice,youmustensurethatProfitCenterPC00besubstituted

when a certain revenue account (810201 or 810301) [BSEG-HKONT],

combined with a special region (N-001 or S-001) [BSEG-ZZSPREG], is

entered. Beforeyouactivatethesubstitution,youshouldsimulateit.

1. For the FI application area and the line item (callup point 2), create

a substitution G##SUB1 with the description ‘Profit Center

substitution’.

a) SAPEasyAccess→Tools→Customizing→IMG→ExecuteProject

SAP Reference IMG → Financial Accounting (New) → Financial

AccountingGlobalSettings(New)→Tools→Validation/Substitution

→ Substitution in Accounting Documents → Environment →

Substitution

Choose Line Item and then click Substitution (Create Substitution).

Enter your substitution G##SUB1 with the description ‘Profit

Center substitution’.

2. Insertastep‘Profit Center << PC00’andusetheFormulaEditor

todefineyourprerequisiteandtheconstantforthesubstitutioninyourstep.

a) Place thecursor over your substitution.

b) Choose Insert Step.

c) In the list, select field BSEG PRCTR (Profit Center) and select

Continue.

d) Asthesubstitutionmethod,selectConstantvalueandthenContinue.

e) Enter‘Profit Center << PC00’ asthedescription foryour

step. RecordyourprerequisiteusingtheFormulaEditor.

Theprerequisiteshouldhavethefollowingstatement:

( BSEG-HKONT = '810201' OR BSEG-HKONT =

'810301' ) AND ( BSEG-ZZSPREG = 'N-001' OR

BSEG-ZZSPREG = 'S-001' ).

f) SelectSubstitutions(inthetreestructureontheleft). EnterConstant

value PC00 for the Profit Center field.

3. Save your substitution G##SUB1.

a) PlaceyourcursoronyoursubstitutionG##SUB1andselectSave.

Continued on next page

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AC202 Lesson: DefinitionandExecutionofSubstitutionsinFinancialAccounting

4. Simulateyoursubstitutionandcheckwhethertheexpectedresultappears.

a) Place the cursor on your substitution and, in the menu bar, select

Substitution→Simulate. Enteraccount810201or810301andone

oftheregions(N-001or S-001). Executethesimulationandcheck

whetherfieldBSEG-PRCTRisreplacedbythevaluePC00. Thenexit

thesimulationandreturntoyoursubstitutionmaintenance.

Note: Simulation entries are case-sensitive and so entries for a

document typemustbeentered incapitals.

5. ActivatethesubstitutionforyourcompanycodeAC##andcalluppoint2.

Note: Note: AsubstitutionahsalreadybeenactivatedforBK AC##

CallupPoint2. Assignyournewsubstitutionrule.

a) Exitthesubstitution(pressBack3times). Returntothe‘ChangeView

‘‘SubstitutionofAccountingDocuments": Overview’screen.

Choose Position.

Enter the following information:

Company Code AC##

Callup point 2

OverwritetheentryZ0001withthenameofyoursubstitution.

Substitution G##SUB1

Degreeof activation 1

Save your entries.

6. Post a customer invoice

1. Select SAP Easy Access → Accounting → Financial Accounting →

AccountsReceivable→DocumentEntry→Invoice-General.

2. Enter the following header data:

Field Name Value

Invoice date <Today's date>

Type DR

Continued on next page

155

Company Code	AC##
Callup point	2

Substitution	G##SUB1
Degreeof activation	1

Field Name	Value
Invoice date	<Today's date>
Type	DR

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Unit3: Validations/Substitutions AC202

Field Name Value

Company code AC##

Posting Date <Today's date>

Currency EUR

3. First line item:

Field Name Value

PstKy 01

Account T-F00A00

Select Enter.

Enter the following information:

Field Name Value

Amount 1000

Calculate tax

Tax code A0

4. Next line item

Field Name Value

PstKy 50

Account 810201 or 810301

Select Enter.

Continued on next page

156

Field Name	Value
Company code	AC##
Posting Date	<Today's date>
Currency	EUR

Field Name	Value
PstKy	01
Account	T-F00A00

Field Name	Value
Amount	1000
Calculate tax
Tax code	A0

Field Name	Value
PstKy	50
Account	810201 or 810301

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AC202 Lesson: DefinitionandExecutionofSubstitutionsinFinancialAccounting

Field name Value

Amount 1000

Tax code AO

Special region N-001 or S-001

Select Enter.

CheckwhetherfieldProfitCenterisreplacedbythevaluePC00.

5. Postyourdocument. Examinethedocumentandthereplacedvaluefor

theProfitCenterfieldintherevenueitem. (Codingblockcanbeaccessed

with the More button.

a) Youhavenowascertainedthatyoursubstitutionwassuccessful.

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Field name	Value
Amount	1000
Tax code	AO
Special region	N-001 or S-001

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Unit3: Validations/Substitutions AC202

Lesson Summary

You should now be able to:

• Provide the prerequisitesfor substitution

• Defineyourownrules,specifysubstitutedvaluesandexecutesubstitutions

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AC202 Lesson: Additional Techniques for Substitutions/Validations

Lesson: Additional Techniques for Substitutions/Vali-

dations

Lesson Overview

Now you want to familiarize yourself with additional techniques within the

framework of substitutions and validations.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Explain rules and be able to use them

• Explain sets and be able to use them

Business Example

Independent rules and sets are available to provide more complex logic. We

recommend that validations, substitutions and rules be defined only in the

development / testing system. These objects should then betransported to the

production system.

Sometimes,moredetailedrulesaswellasmoreextensiveprocessingarerequired

to enter your logical statements in prerequisites and checks, as well as for the

specificationofthevaluestobeused. Forthisreason,youcanuserulesandsetsto

define your validations / substitutions.

Rules

Figure 71: Rules

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Unit3: Validations/Substitutions AC202

Aruleisalogicalstatementthatyoucanuseinaprerequisitestatement,acheck,

or another rule.

Arulepermitscomplexlogictobesummarized;itcanbere-used. Technically,a

ruleisnothingmorethan,forexample,aprerequisiteorcheckofavalidation.

IfaBooleanstatementisusedoftenorifitcontainscomplexlogic,youcancreate

aruleforthisstatement. Example: avalidationcontainsanextensiveprerequisite

that is also to be used in a substitution.

Example: RULE1ANDBKPF-BLART<>'SB'

In this example, the rule is named RULE1. When the system processes this

statement,itfirstprocessesRULE1andthencheckswhetherthedocumenttypeis

notSB.Therulenamecanbeamaximumof11characterslong.

Rule in a Matrix Validation (Callup Point 3)

Figure 72: Rule in a Matrix Validation (Callup Point 3)

Youcanalsouseruleswithinastatementthatusesmathematicalprocessing.

SUM ( BSEG-DMBTR ) WHERE RULE_1 < SUM ( BSEG-DMBTR )

WHERE RULE_2

Inthisexample,thesystemcalculatesthetotalofthelocalcurrency(DMBTR)

accordingto RULE1. If the totalfulfillstheconditions definedin RULE1, the

systemthen checkswhether thetotalislessthanthelocalcurrency. It usesthe

conditions defined in RULE2.

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AC202 Lesson: Additional Techniques for Substitutions/Validations

Set Usage: Example 1

Figure 73: Set Usage: Example 1

Asetisaflexibledatastructureformappingorderedamountsandhierarchies.

Setsaremaintained and administrated centrally.

They are used in almost every component of the FI-SL system: in Boolean

logicalformulasinvalidation,substitutionandledgerselection,duringallocation

(assessment/distribution), inplanning,inroll-ups,incurrencyconversion,and

so on.

Toimprovesystemperformance,youshouldusebasicorsingle-dimensionsets

ratherthanlonglistsofBooleanstatementsoruserexits.

Syntax rule: tablename-fieldnameINset name

Example above: If the user is contained in set USER-GROUP, a check

is made whether this user uses a corresponding account (included in set

ACCOUNT-MANAGEMENT).

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Unit3: Validations/Substitutions AC202

Set Usage: Example 2

Figure 74: Set Usage: Example 2

You can use multi-dimension sets (a combination of sets for various fields

[dimensions])toexecutecross-validationwithvaluesofdifferentcharacteristics.

Exampleforthecheckabove: Iftheuserentersoneoftheadministrativeaccounts

(476500, 476510, 476520or 476530), hemustuseacorresponding costcenter

(1000, 1100, 1200 or 1300).

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AC202 Lesson: Additional Techniques for Substitutions/Validations

Exercise 11: Using Rules and Sets

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Explain how to use rules and use them

• Explain how to use sets and use them

Business Example

Sometimes, anothermoredetailedruleaswellasmoreextensiveprocessing is

requiredtorecordyourlogicalstatementsinprerequisitesandchecks,aswellas

forthespecificationofthevaluestobeused. Forthisreason,youcanuserules

andsetsto defineyour validations/substitutions.

Hint: Thesign##isawildcardforyourgroup(01,02,03,etc.)

Task:

Iftheuserentersacertainrevenueaccount(810201, 810301or810401) witha

certainmaterialnumber(T-AS601,T-AS602orT-AS603),profitcenterPC01is

to be substituted.

DefinearuleGR##-RULE1fortheAccountwithMaterialNumberquery. Two

sets are required in this rule:

-A basicset G##-REVENUE fortheaccountsand

-AbasicsetG##-MATERIALforthematerial number.

1. For your revenueaccounts, create thebasicsetG##-REVENUE withthe

description‘Revenue accounts’fortheBSEGtableandtheHKONT

field.

2. For your material number, create basic set G##-MATERIAL with the

descriptionSpec. materialsfortableBSEGandforfieldMATNR.

3. FortheFIapplicationareaandthelineitem(calluppoint2),createarule

GR##-RULE1withthedescriptionRevenue account / material

combination;youneedthisasaprerequisiteforyoursubstitutionstep.

Therulemusthavethefollowinglogicalstatement:

Ifoneoftheaccounts810201,810301or810401andoneofthematerials

T-AS601, T-AS602 or T-AS603 is used in the line item... enter sets

G##-REVENUEandG##-MATERIALintherule.

Continued on next page

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Unit3: Validations/Substitutions AC202

4. For the FI application area and the line item (callup point 2), create a

substitutionG##SUB2 with the designation ‘Profit Center

Substitution << PC01’.

ChooseLineitem andthendouble-click(Create)Substitution. Enter your

substitution G##SUB2.

1. Choose Insert Step.

2. Select the BSEG PRCTR (Profit Center) field from the list and then

Continue.

3. SelectConstantasthesubstitutionmethodandthenContinue.

4. Asthedescriptionforyourstep,enter‘ProfitCenter<<PC01’.

5. RecordyourprerequisiteusingtheFormulaEditor. Useyourruleinthe

prerequisite. Choosethe“Rules”tab. Double-clickyourrulename.

6. ClickonSubstitutionsandenterthevaluePC01intheProfitCenterfield.

7. PositionthecursoronyoursubstitutionG##SUB2andselectSave.

5. Simulateyoursubstitutionandcheckwhethertheexpectedresultappears.

CheckwhethervaluePC01infieldBSEG-PRCTRwasreplaced.

6. ActivatethisnewsubstitutionforyourcompanycodeAC##andcalluppoint

2byremovingtheprevioussubstitutionanddefiningthenewone.

7. Post a customer invoice

1. Choose SAP Easy Access → Accounting → Financial Accounting→

AccountsReceivable→DocumentEntry→Invoice-General

2. Enter the following header data:

Field Name Value

Document date <Today's date>

Document type DR

Company code AC##

Posting date <Today's date>

Currency EUR

3. First line item

Continued on next page

164

Field Name	Value
Document date	<Today's date>
Document type	DR
Company code	AC##
Posting date	<Today's date>
Currency	EUR

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AC202 Lesson: Additional Techniques for Substitutions/Validations

Field Name Value

PstKy 01

Account T-F00A00

Choose Enter.

Enter the following information:

Field Name Value

Amount 1000

Calculate tax

Tax code A0

4. Next line item

Field Name Value

PstKy 50

Account 810201, 810301 or 810401

Choose Enter.

Field Name Value

Amount 1000 or *

Tax code AO

Materialnumber(choosetheMore T-AS601 or T-AS602 or

pushbutton) T-AS603

Choose Enter.

CheckwhetherfieldProfitCenterwasreplacedbythevaluePC01.

5. Post your document. Examine the document and the replaced value

(PC01) fortheProfitCenterintherevenueitem.

165

Field Name	Value
PstKy	01
Account	T-F00A00

Field Name	Value
Amount	1000
Calculate tax
Tax code	A0

Field Name	Value
PstKy	50
Account	810201, 810301 or 810401

Field Name	Value
Amount	1000 or *
Tax code	AO
Materialnumber(choosetheMore pushbutton)	T-AS601 or T-AS602 or T-AS603

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Unit3: Validations/Substitutions AC202

Solution 11: Using Rules and Sets

Task:

Iftheuserentersacertainrevenueaccount(810201, 810301or810401)witha

certainmaterialnumber(T-AS601,T-AS602orT-AS603),profitcenterPC01is

to be substituted.

DefinearuleGR##-RULE1fortheAccountwithMaterialNumberquery. Two

sets are required in this rule:

-AbasicsetG##-REVENUE for theaccountsand

- AbasicsetG##-MATERIALforthematerialnumber.

1. For your revenue accounts, create the basic setG##-REVENUE withthe

description‘Revenue accounts’fortheBSEGtableandtheHKONT

field.

a) SAPEasyAccess→Accounting→FinancialAccounting→Special

PurposeLedger→Tools→SetMaintenance→Sets→Create

Set name: G##-REVENUE

Table: BSEG

Set type: Basic set

Choose Enter.

Field name: HKONT

Choose Continue.

Description‘Revenue accounts’

Basic entries:

Row From value

1. 810201

2. 810301

3. 810401

ChooseEnterandsavethebasicsetG##-REVENUE

Continued on next page

166

Row	From value
1.	810201
2.	810301
3.	810401

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AC202 Lesson: Additional Techniques for Substitutions/Validations

2. For your material number, create basic set G##-MATERIAL with the

descriptionSpec. materialsfortableBSEGandforfieldMATNR.

a) SAPEasyAccess→Accounting→FinancialAccounting→Special

PurposeLedger→Tools→SetMaintenance→Sets→Create

Set name: G##-MATERIAL

Table: BSEG

Set type: Basic set

Choose Enter.

Field name: MATNR

Choose Continue.

Description 'Spec. materials'

Basic entries:

Row From value

1. T-AS601

2. T-AS602

3. T-AS603

Choose Enter.

Save basic set G##-MATERIAL.

Return to the SAP Easy Access Menu.

3. FortheFIapplicationareaandthelineitem(calluppoint2),createarule

GR##-RULE1withthedescriptionRevenue account / material

combination;youneedthisasaprerequisiteforyoursubstitutionstep.

Therulemusthavethefollowinglogicalstatement:

Continued on next page

167

Row	From value
1.	T-AS601
2.	T-AS602
3.	T-AS603

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Unit3: Validations/Substitutions AC202

Ifoneoftheaccounts810201,810301or810401andoneofthematerials

T-AS601, T-AS602 or T-AS603 is used in the line item... enter sets

G##-REVENUE andG##-MATERIALintherule.

a) SAPEasyAccess→Tools→Customizing→IMG→ExecuteProject

SAP Reference IMG button

FinancialAccounting(New)→FinancialAccountingGlobalSettings

(New)→Tools→Validation/Substitution→SubstitutioninAccounting

Documents→Environment→Substitution

Choose (Create) Rule.

Rule name: GR##-RULE1

Description: Revenue account / material combination

Choose Continue.

Placeyourcursorontheruledefinitionandenteryourruleusingthe

FormulaEditor. Enterthefollowinginformationintheprerequisite:

BSEG-HKONT IN G##-REVENUE AND BSEG-MATNR IN

G##-MATERIAL.

Note: SelectthesetsusingtheSetdirectorypushbutton.

PlaceyourcursoronyourruleGR##-RULE1andselectSave.

4. For the FI application area and the line item (callup point 2), create a

substitutionG##SUB2 with the designation ‘Profit Center

Substitution << PC01’.

ChooseLineitem andthendouble-click(Create)Substitution. Enter your

substitution G##SUB2.

1. Choose Insert Step.

2. Select the BSEG PRCTR (Profit Center) field from the list and then

Continue.

3. SelectConstantasthesubstitutionmethodandthenContinue.

4. Asthedescriptionforyourstep,enter‘ProfitCenter<<PC01’.

5. RecordyourprerequisiteusingtheFormulaEditor. Useyourruleinthe

prerequisite. Choosethe“Rules”tab. Double-clickyourrulename.

6. ClickonSubstitutionsandenterthevaluePC01intheProfitCenterfield.

7. PositionthecursoronyoursubstitutionG##SUB2andselectSave.

a) The data has now been entered.

Continued on next page

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AC202 Lesson: Additional Techniques for Substitutions/Validations

5. Simulateyoursubstitutionandcheckwhethertheexpectedresultappears.

CheckwhethervaluePC01infieldBSEG-PRCTRwasreplaced.

a) Place the cursor on your substitution and, in the menu bar, select

Substitution → Simulate.

Entertheaccount(810201,810301or810401)andoneofthematerial

numbers(T-AS601,T-AS602orT-AS603). Executethesimulationand

checkwhethervaluePC01forBSEG-PRCTRwasreplaced. Thenexit

thesimulationandreturntoyoursubstitutionmaintenance.

6. ActivatethisnewsubstitutionforyourcompanycodeAC##andcalluppoint

2byremovingtheprevioussubstitutionanddefiningthenewone.

a) Exitthesubstitution(pressBack3times). Returntothe‘ChangeView

‘‘SubstitutionofAccountingDocuments’: Overview’screen.

An entry for your company code already exists. Enter your new

substitutionG##SUB2intheSubstitutioncolumn.

EdittheentryintheSubstitutionfieldforyourcompanycodeAC##

and callup point 2:

Substitution G##SUB2

The degree of activationshould be 1.

Save your entries.

7. Post a customer invoice

1. Choose SAP Easy Access → Accounting → Financial Accounting→

AccountsReceivable→DocumentEntry→Invoice-General

2. Enter the following header data:

Field Name Value

Document date <Today's date>

Document type DR

Company code AC##

Posting date <Today's date>

Currency EUR

3. First line item

Continued on next page

169

Field Name	Value
Document date	<Today's date>
Document type	DR
Company code	AC##
Posting date	<Today's date>
Currency	EUR

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Unit3: Validations/Substitutions AC202

Field Name Value

PstKy 01

Account T-F00A00

Choose Enter.

Enter the following information:

Field Name Value

Amount 1000

Calculate tax

Tax code A0

4. Next line item

Field Name Value

PstKy 50

Account 810201, 810301 or 810401

Choose Enter.

Field Name Value

Amount 1000 or *

Tax code AO

Materialnumber(choosetheMore T-AS601 or T-AS602 or

pushbutton) T-AS603

Choose Enter.

CheckwhetherfieldProfitCenterwasreplacedbythevaluePC01.

5. Post your document. Examine the document and the replaced value

(PC01) for theProfitCenter intherevenueitem.

a) You have now ascertained that the substitution was performed as

desired.

170

Field Name	Value
PstKy	01
Account	T-F00A00

Field Name	Value
Amount	1000
Calculate tax
Tax code	A0

Field Name	Value
PstKy	50
Account	810201, 810301 or 810401

Field Name	Value
Amount	1000 or *
Tax code	AO
Materialnumber(choosetheMore pushbutton)	T-AS601 or T-AS602 or T-AS603

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AC202 Lesson: Additional Techniques for Substitutions/Validations

Lesson Summary

You should now be able to:

• Explain rules and be able to use them

• Explain sets and be able to use them

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Unit3: Validations/Substitutions AC202

Lesson: Validation Rule for Account Assignment

Combination

Lesson Overview

Thenewvalidationforaccountassignmentcombinationwillbepresented

Lesson Objectives

After completingthislesson, you will beable to:

• Describethewaythenewvalidationforaccountassignmentcombinations

works

Business Example

In a company, the account assignment combination “cost center xy and G/L

account400020”maynotbeposted. Inthiscase, avalidationstrategywiththe

validationtype“invalidaccountassignmentcombination”istobecreated.

Figure75: DefiningaValidationRuleforAccountAssignmentCombination

Youcanalsodefinevalidationcombinationsforcustomer-definedfieldsthatare

storedinthetotalstablewithoutusingexitprogramming.

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AC202 Lesson: Validation Rule for Account Assignment Combination

Caution: ThisfunctioncanonlybeusedwhenthenewG/Lisactive. Itis

notavailableforclassicclassicgeneralledgeraccounting.

Figure 76: Validation Types

Invalidaccountassignmentcombinations=Non-validcombinations

Validaccountassignmentcombinations=Validcombinations

Thevalidationtypespecifieswhetherthedefinedrulesoraccount assignment

entriesareto becheckedwithregard totheirvalidity. It also specifieshowthe

system is to interpret the rule later.

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Unit3: Validations/Substitutions AC202

Figure 77: Testing the Validation Rule

An example for a rule with validation type Invalid Account Assignment

Combinationis: Inyourcompanyonlyaparticularcostcenter(oraprofitcenter

orafunctionalareaandsoon...) maybeincludedinanaccountassignmentwhen

posting to a (particular) account.

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AC202 Lesson: Validation Rule for Account Assignment Combination

Lesson Summary

You should now be able to:

• Describethewaythenewvalidationforaccountassignmentcombinations

works

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UnitSummary AC202

Unit Summary

You should now be able to:

• Explain the ways in which validation and substitution can be used using

a few examples

• Identify the areas of application and callup points of validation and

substitution in Financial Accounting

• Enter rules and define the Customizing of system messages to be output

(prerequisites, check, generation)

• Executevalidationsusingyourownrulesanddefinedsystemmessages

• Provide the prerequisitesfor substitution

• Defineyourownrules,specifysubstitutedvaluesandexecutesubstitutions

• Explain rules and be able to use them

• Explain sets and be able to use them

• Describethewaythenewvalidationforaccountassignmentcombinations

works

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Unit 4

Archiving FI

Unit Overview

WithdatearchivinginSAP,youcansafelyremoveapplicationdatawhichisno

longerrequiredinday-to-dayactivitiesfromthedatabase. Thistransferreddatais

savedtoarchivefileswhichcanbeaccessedatalatertime. Theresultisa“lean”

databasewhichcanbeadministeredefficientlyandinexpensively.

This chapter provides you with an insight into the subject of archiving in

Financials. Firstofallitshowstheeffectsofdataarchivingforselectedobjects

inthesystem andthepicture which issubsequentlypresented to the user. The

requiredsettingsin the FIareaarethen described.

Unit Objectives

After completing thisunit, you will beableto:

• Explain the concept of data archiving

• DescribethebasicconfigurationofFI archiving

• DescribethebasicconfigurationofFinancialAccountingarchivingfunctions

• Perform/CheckbasicCustomizingofFinancialAccountingarchiving.

• CarryoutarchivingforcertainobjectsinFinancialAccounting

Unit Contents

Lesson: Basics and Classification of Data Archiving.......................178

Lesson: Preparatory Activities – System Settings..........................184

Exercise 12: Archiving – Basis Customizing / FI-Specific Customizing

– OPTIONAL................................................................193

Lesson: Executing Archiving in Financial Accounting Using Examples .200

Exercise 13: Archiving Documents.......................................207

Exercise 14: Archiving G/L Account Transaction Figures.............217

Exercise 15: Archiving G/L Account Master Data......................225

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Unit4: ArchivingFI AC202

Lesson: Basics and Classification of Data Archiving

Lesson Overview

Thedataarchivingfunctionenablesyoutoremovemassdatafromthedatabase

that is no longer needed in the system however, which must still be stored so

thatitcanbeanalyzed. Inthislesson,dataarchivingisdefined;inaddition,you

learnreasonsforexecutinganarchivingproject. Furthermore,thedataarchiving

procedure is described.

Depending on country, there are different regulations governing how long

documents, master data, and so on must be retained in systems. In all cases,

FinancialAccountingapplicationmanagershavetoclarifywiththedepartment

(inconsultationwithauditorsandotherresponsiblebodies)whichtimesneedto

beadheredto. Theprocedures, executiontimesandsoonforarchivingdatain

FinancialAccountingarespecifiedaccordingtotheseregulations.

Financialaccountingapplicationmanagersdonotusuallyperformdataarchiving

themselves, rather this is carried out by a system administrator. However, the

applicationmanagerplaysanimportantroleinthearchivingproject. Heorshe

coordinatestheprocedurewith thedepartment, ensuresthat theregulationsare

heeded/implementedandexecutesFinancialAccounting-specificCustomizing.

He or she maintains close contact to Basis administrators and monitors the

procedure as representativeof the department.

Lesson Objectives

After completingthislesson, you will beable to:

• Explain the concept of data archiving

• DescribethebasicconfigurationofFI archiving

Business Example

The system administrator tries to keep the data volume as low as possible.

ThereforeacheckismadeinFinancialAccountingastohowlongdocumentsand

masterdatamustberetainedinthesystem. Basedonthesedepartmentalduties,

CustomizingisthenperformedfortheFinancialAccountingarchivingarea.

Introduction

Intoday'sdatabasesystems,alargedatavolumecanoftenleadtoperformance

bottlenecks that cause poor performance on the user side and increased

consumptionofresourcesontheadministrationside. Therefore, datathatisno

longer required from the perspective of applicationscan be removed from the

database. Simplydeletingthedata,however,isnotanoptionsincereadaccessto

thedatamustoftenstillbeprovided. Therefore,thedatamustbetransferredfrom

thedatabasetoexternalstoragemediasothatitcanbereadlater.

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AC202 Lesson: Basics and Classification of Data Archiving

Definition of Data Archiving

DataarchivingistheconsistenttransferofdataobjectsfromSAPsystemdatabase

tables;allthetableentriesthatcharacterizeadataobjectarewrittentoanarchive

file outside the database. Business consistency is ensured by SAP archiving

programsthat,basedonarchivingobjects,storeallrelevanttableentriestogether

elsewhere.

ThecontentsofbusinessobjectsintheSAPsystemaredistributedoverseveral

tables in the database. Archiving objects bundle the logically related tablesof

businessobjects. Thisensuresthat, withintheframeworkof dataarchiving,all

informationregardingabusinessobjectistransferredoutofthedatabase,andthus

is no longer in the database.

Thefollowingfigureclarifiestherelationshipbetweendatabasetables,business

objectsandarchivingobjects. TheapplicationdatathatisremovedfromtheSAP

systemdatabaseiscompressedandstoredinanotherlocation(forexample,ina

file system).

Dataisarchivedinonlinemode,inotherwords,thesystemdoesnothavetobe

shut down during archiving.

Figure78: DatabaseTables,BusinessObjectsandArchivingObjects

Sincetheterm“archiving”isusedinmanydifferentwaysintheITworld,further

importanttermsintheareaofdataarchivingwillbediscussedheretodemarcate

the realm of data archiving.

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Unit4: ArchivingFI AC202

Figure 79: What IS NOT database archiving?

Historically (as a result of SAP R/2), the term reorganization has a double

meaning in the SAP world. On the one hand, it means the physical deletion

of application data from the database; on the other hand – and this is the

originalmeaning–itmeansthereorganizationofthedatabase. Duringdatabase

reorganization,dataisremovedfromandloadedbackintothedatabaseinorderto

optimizethephysicaldistributionofdataontheharddisk.

Abackupmeansstoringthecontentsofthedatabasetoavoiddatalossincaseof

systemfailures. Thegoalistorestorethedatabaseascloselyaspossibletothe

conditionitwasinbeforethefailure. Backupsaregenerallymadeatfixedintervals

andaccordingtoafixedprocedure. Reloadingthesaveddataiscalledrestoring.

Databasebackupsareindependentofdataarchivingandshouldbescheduledand

executed at regular intervals.

Thestorageof documents isgenerally consideredto be theelectronicstorage

andadministrationofdocumentsonstoragesystemsoutsideoftheSAPsystem.

Thedocumentsaretransferredtoadocumentstoragesystem;theSAPsystemthen

containsalinkpointingtotheexternallystoreddocumentandpermittingaccess.

Onlydatafromcompletedbusinessprocessescanbearchived. Testdataseldom

reaches this status.

Reasons for Archiving Data

As a database grows, so does the amount of database administration work for

recoveryandbackuptasks. SecuringSAPsystemservicesrequirestheuseofan

increasingnumber of resources. Furthermore, upgradesofthesystem/database

requireproportionatelymoreandmoreeffortwithincreasingdatabasesize.

For the end user, an increasing database size means a higher system load for

individualdatabasequeries;inparticular,thisresultsinincreasingresponsetimes

forreportingandaccesstoindividual databaserecords.

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AC202 Lesson: Basics and Classification of Data Archiving

Thereasonsforarchivingdataaresummarizedinthefollowinglist:

Figure 80: Why archive data?

Datamustbearchivedinsuchamannerthatit canbecalledupatanytimefor

queries. Thesequeriescancomefrom, for example, taxauthorities. Thereare

statutorydataretentionregulationsineverycountry. Furthermore,onlydatafrom

completedbusinesstransactionsmay bearchived.

Data is archived independently of the version of the hardware and software

(metadataisstored). Inthisway,archiveddatacanbeeasilycalledup,evenaftera

system upgrade.

Cooperation between System Administration and

Departments

Schedulingthearchivingofapplicationdatashouldbestartedasearlyaspossible;

thismeansduringtheimplementationofSAPsoftware. Thevolumeoftransaction

andmasterdatacanincreaseveryquicklyonceliveoperationhascommenced.

Thegoalofthesystemadministrationistokeepthedatabaseassmallaspossible,

inotherwords,todeleteasmanydataobjectsaspossibleinordertoreducetheload

onthedatabase. Ontheotherhand,thegoalofthedepartmentsisalsotoprovide

fastonlineaccesstoasmanydocumentsaspossibleforqueries,listsandsearches.

Thedataarchivingprocessinvolvesfindingamutuallysatisfactorycompromise

between these two demands. In any case, the long-term goal must be to keep

thedatavolumeinthedatabaseasconstantaspossibleandtoarchivedatawith

foresight rather than as a reaction.

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Unit4: ArchivingFI AC202

Schematic Data Archiving Procedure

Theactual dataarchiving processhasthreesteps:

1. Generatingthearchivefile(s): Inthefirststep,thewriteprogramgenerates

one(ormore)archivefile(s). Thenthedatatobearchivedisreadfromthe

database and written to thearchivefile(s).

2. Storingthearchivefile(s): Afterthewriteprogramhasfinishedgenerating

the archive files, they can be stored.

3. Deletingdata: Thedeletionprogramfirstreadsthedatainthearchivefile

andthendeletesthecorrespondingrecordsfromthedatabase.

Figure 81: The Archiving Process

Asarule,youshouldnotethatitisnotsufficienttowritethedatatobearchivedto

archivefilesandtodeleteitfromthedatabase. Archivefilesmustbestoredand

administeredsothattheycanbeaccessedlater,ifrequired.

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AC202 Lesson: Basics and Classification of Data Archiving

Lesson Summary

You should now be able to:

• Explain the concept of data archiving

• DescribethebasicconfigurationofFI archiving

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Unit4: ArchivingFI AC202

Lesson: Preparatory Activities – System Settings

Lesson Overview

This lesson presents the system settings for the area of Financial Accounting

data archiving.

Lesson Objectives

After completingthislesson, you will beable to:

• DescribethebasicconfigurationofFinancialAccountingarchivingfunctions

• Perform/CheckbasicCustomizingofFinancialAccountingarchiving.

Business Example

Incoordinationwithauditorsandotherresponsiblepositions,thedepartmenthas

decidedhowlong,forexample,documentsandmasterdataaretoberetainedin

thesystem. BasicCustomizingofFinancialAccountingarchivingmustthusbe

executed according to these regulations.

Archiving Object

Acentralelementindataarchivingisthearchivingobject. Itdefinesthesmallest

unit that can be archived in and deleted from the database in its entirety and

describeshowandwhichdatabaseobjectsmustbeaccessedinordertocompletely

archive a business object.

Anarchivingobjectisbasicallymadeupofthreecomponents:

• Data declaration part

• Customizing settings

• Programs

The data declaration part describes all the relevant database objects that

characterize an application object.

TheCustomizingsettingsareusedtosetarchivingobject-specificparametersfor

an archiving procedure.

Amongotherthings, archivingobjectprogramsinclude:

• Awriteprogramthatwritesthedataobjectssequentiallyinthearchivefiles,

• Adeletionprogramthatdeletesfromthedatabaseallthedataobjectsthat

couldbereadinthearchivefilebeforehand, and

• adisplayprogramthatpermitsarchiveddataobjectstoberead.

ExamplesofarchivingobjectsinFinancialAccountingare:

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AC202 Lesson: Preparatory Activities – System Settings

FI_ACCOUNT G/L account master data

FI_ACCPAYB Vendor master data

FI_ACCRECV Customer master data

FI_DOCUMNT Financial Accounting documents

FI_TF_GLC/GLF G/L account transaction figures

FI_TF_CRE Vendor transaction figures

FI_TF_DEB Customer transaction figures

Hint: TransactionDB15(Tools→CCMS→DBAdministration→Data

Archiving)providesinformationaboutwhichdatabasetablesbelongto

which archiving object (and vice-versa).

Customizing Settings (Basis Support)

ArchivingCustomizingisusedtosetparametersthataffecthowdataarearchived.

Customizing isdividedintothe following areas:

• Step 1: (Basis Customizing)

– Define logical path and file names

• Step2: Cross-archiving object Customizing

– Defineaservergroupforbackgroundprocessing

• Step3: Archivingobject-specificCustomizing

– Size of an archive file

– Deletion program settings

YoucanopentheCustomizingsettingsbypressingtheCustomizingpushbutton

intheinitialscreenoftransactionSARA(dataarchivingmenupath: SAP Easy

Access→Tools→Administration→Administration→DataArchiving).

The Financial Accounting-specific Customizing settings (document type run

times, account runtimes) must then be executed.

Step 1: Basis Customizing

InBasisCustomizing(jumptotransactionFILE),alogicalfilepathisdefined–if

onedoesnotalreadyexist–asaglobalpathfordataarchivingandaphysicalpath

isassignedtoit. Thelogicalpathisusedmerelyasabookmarkforthephysical

path that is generated during therun time. (This is executed by Basis Support

/ System Administration employees.)

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FI_ACCOUNT	G/L account master data
FI_ACCPAYB	Vendor master data
FI_ACCRECV	Customer master data
FI_DOCUMNT	Financial Accounting documents
FI_TF_GLC/GLF	G/L account transaction figures
FI_TF_CRE	Vendor transaction figures
FI_TF_DEB	Customer transaction figures

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Unit4: ArchivingFI AC202

Step 2: Cross-Archiving Object Customizing

The parameters set here apply to all application and archiving objects for

usingallarchiving objects. Therefore, thesesettingsareexecuted by theBasis

administrator.

Forexample,youcanusethisindicatortoshow/hidethedataarchivingmonitor

(transaction SAR_SHOW_MONITOR).Settingthisindicator beforearchiving

datapermitsarchiving-relevantinformationtobeupdatedusingwriteanddeletion

jobs. This information can be analyzed using the data archiving monitor. In

addition,alerts(errormessages)canbetriggeredincaseofanerror. Information

providedbythedataarchivingmonitor includes:

- overview of all archivingobjects that haverun

-detailedinformationabouttheindividualarchivingprocedures

- progressbarswhile processing archive files

- help analyzing open alerts.

Step 3: Archiving Object-Specific Customizing

The parametersthat can be set hereapply only to thecorrespondingarchiving

object.

Inarchivingobject-specificCustomizing,settingsforthedeletionprogramare

maintained in addition to a logical file name for the specific archiving object.

Here,youcansetwhetherthedeletionprogramistobeexecutedautomatically

afteranarchivefileisgenerated. Amongotherthings,onevarianteachforthetest

runandtheproductionruniscreatedandthemaximumsizeofanarchivefileis

specified in this area.

AllsettingscanbemadeusingtheCustomizingfunction.

Enterthelogicalfilenamethatisusedforthearchivingobjectwhenthearchive

filesaresavedtothefilesystem. Atruntime,thislogicalfilenameistransformed

intoaplatform-specificphysicalfilenameunderwhichthearchivefilesarethen

saved to the file system.

You can use a parameter to specify the maximum size that an archive file can

attain during writing.

In addition, you can specify the control parameters to execute the deletion

program. Makethesettingsforthetestandproductionruns.

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AC202 Lesson: Preparatory Activities – System Settings

Figure 82: Specific Customizing: Archiving Objects

FI-Specific Customizing (Archiving)

Certain basic specifications and methods for data archiving in Financial

Accounting are now presented.

Nogeneral international regulationsfor Financial Accounting-specificsettings

exist. Therefore,therequirementsforeachcompanycodearetobedeterminedby

thedepartment(inagreementwithauditorsandotherresponsiblepositions).

Basiclogicisusedintheprogramsfor archivingFinancialAccountingdata. It

should,forinstance, onlybepossibletoremovemasterdatafromthesystemif

adeletionindicatorhasbeensetinthemaster recordfromtheapplicationside.

In this way, it can beascertained that a master record is no longer required by

thedepartmentandisthusavailableforarchivingorisscheduledforarchiving

according to the wishes of the department.

Thefollowingtableprovidesanoverviewofthingsthatarecheckedonthesystem

side during the archiving procedure.

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Unit4: ArchivingFI AC202

Archiving Logic

things checked during the archiving procedure

fortransactionfigures for masterdata fordocuments

Banks:

• Do the fiscal years • Has the

to be archived • Has a deletion document type

containanyperiods indicatorbeenset? run time been

that are still open • Isthebanknolonger maintained?

forposting?

being used? • Has the account

G/L accounts: run time been

maintained?

• Has a deletion

• Are the items

indicatorbeenset?

cleared in the

• Are there (still) case of open

transaction figures item-managed

(e.g. have they accounts?

already been

archived)?

• Are there (still)

documents?

Customers/vendors

• Has a deletion

indicatorbeenset?

• Are there (still)

transaction figures

(e.g. have they

already been

archived)?

• Are there (still)

documents?

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Archiving Logic things checked during the archiving procedure
fortransactionfigures	for masterdata	fordocuments
• Do the fiscal years to be archived containanyperiods that are still open forposting?	Banks: • Has a deletion indicatorbeenset? • Isthebanknolonger being used? G/L accounts: • Has a deletion indicatorbeenset? • Are there (still) transaction figures (e.g. have they already been archived)? • Are there (still) documents? Customers/vendors • Has a deletion indicatorbeenset? • Are there (still) transaction figures (e.g. have they already been archived)? • Are there (still) documents?	• Has the document type run time been maintained? • Has the account run time been maintained? • Are the items cleared in the case of open item-managed accounts?

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AC202 Lesson: Preparatory Activities – System Settings

Document Archiving Customizing

Figure 83: Customizing: Document Archiving

Youcan make entriesfor thecompany code, document type andaccounttype.

The more detailed, the better.

YoucanspecifytheminimumruntimeforaccountsindaysinCustomizing.

Whendocumentsarearchived,acheckismadewhetherthisminimumruntime

has been maintained.

NotethatG/Laccountsmustalwaysbeenteredintheaccountnumberintervals,

i.e. thenumberofthereconciliationaccountsmustbeenteredforaccounttypes

D and K!

Theprecisionoftheentryisthedecisivefactorinselectingtheaccountruntime.

Themostpreciseentryfortheaccountisalwaysused. Therefore,entrieswitha

*arenot precise; specializationdecreaseswiththelengthofthecorresponding

G/L account interval.

Theindexruntimesmustalwaysbegreaterthanorequaltotheaccountruntime.

Youshoulddeterminetheminimumruntimeofdocuments,dependingoneither

theaccounttypeortheaccount,ifalltheaccountsofanaccounttypeorifcertain

accounts are of interest.

Example for account type run time:

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