FI, Vendor Master Data Archiving: Proposal List

Tick the General Master Records to let the system check whether record can be archived.

Tick FI data

Tick Detail log

The rest Untick to let the system check all the FI and MM links.

Do not archived if there are still open items.

Description
Program SAPF058V allows you to automatically set archivable vendor master data for archiving. The same checks are carried out as with archiving.

Firstly a proposal list is issued. You can set and save the archive flag in this list.

If the program is started in the background, the archive flag is set automatically for all archivable data.

Archiving itself is only permitted for master records where the archiving flag is set. If a proposed archivable data record is to actually be archived, the archiving flag must be set.

You can restrict the quantity of master records to be checked by selecting :
- Vendor numbers
- Minimum number of days in the system
- Company codes, if FI data is to be considered
- Purchasing organization, if MM data is to be considered

System criteria (see below)
Requirement
Program modes
The program can be run in three different modes:

1. Only general data is set for archiving (A segments)
2. Only application-specific data is set for archiving (B segments)
3. General and application-specific data is set for archiving
Check whether data can be archived

Mode 1: The A segments selected must be set for archiving, and no dependencies to B segments may exist. For example, no company code data may exist for a vendor if the general data is to be archived.

Mode 2: The application-specific data must satisfy the relevant application criteria:

FI: Company code data is archivable if no special G/L figures or transaction figures and no open
or cleared items exist. In addition, the archive flag must be set at company code level.

MM: Purchasing organization data is archivable if the archive flag is set at this level.

Mode 3: The A or B segments selected must be set for archiving. The A and B segments of a record are deleted if the archive flag is set in the A segment. The B segment only of a record is deleted if the archive flag is set in the B segment (in this case, the A segment is only copied to the archive). In addition, the application-specific data must also satisfy the criteria from mode 2.

The A segments are archived if all of the dependent B segments are archived and the vendor is not referred to anywhere else. If this is not the case, the A segments are copied into the archive.

For all modes: Vendors cannot be archived if they are referred to on a general/company code level from other vendors (for example, financial address or alternative payee). This check can be deselected however (use the field "FI link validation off") if you know that all the vendors that refer to the first vendor are to be archived in this or a following run.

Output
According to the selection, a list of the general and/or application- specific data that can be archived is output. You can change and save the archive flags in the list.

If "Vendors that cannot be archvd" is set on the selection screen, the non-archivable data is also listed with the reason that it could not be archived.

A warning may be issued for the general data: In this case, the A segment record was not deleted from the database, instead, it was copied to the new archive. This can lead to different versions of the a vendor in the database and the archive and must be noted for future reloads. Usually, a warning or an error in the general data can be explained in more detail with the help of the
application-specific details.

If the archive flags are saved from the first list, or if the program is started in the background, a second list is output. All of the successful and failed updates of the archive flags are listed here.

Other
If you are starting this program for the first time and you want to carry our the FI link validation (standard setting), you have to start program SAPF047 first, in order to generate the validation information (table KLPA).