1. Tips & Tricks to successfully Archive
Purchasing & Financial Data
Venu Kumar Nalabothula & Melodi Warren
Miller Brewing Company

2. Agenda
• About Miller Brewing Company
• Miller SAP Implementation / Archiving Timeline
• Issues with PO/PR Documents Archiving
• Tips and Tricks to make PO Documents archivable
• PO Image Archiving
• Tips and Tricks to make PR Documents archivable
• Tips to make Purchase Info Records Archivable
• Issues with FI Documents Archiving
• Tricks to enable FI Documents Archivable
• PO Archiving - MM_EKKO - Sample Configurations Steps
• Tips for managing a successful Archiving Project
• Summary

3. About Miller Brewing Company

4. Miller SAP Implementation
FI-GL General Ledger
Billing FI-AR Accounts Receivable
Purchasing
Pricing FI-AP Accounts Payable
Receiving
FI-SL Special Purpose Ledger
Inventory Management
CO-CCA Cost Center Acctg
CO-OM Internal Orders
CO-PA Profitability
Analysis
CO-PC Product Costing
Purchasing Online Initial Implementation
Requisition, approval
- Build Trust
- Establish minimum
data retention periods
Bills of Material - Share benefits of
Routings Archiving
Production Orders Profitability Analysis Sales
Orders, Purchase Orders,
Production Orders, Special
Purpose Ledger

5. Miller SAP Archiving Timeline
Archiving
Year Object Description
2000 IDOC Intermediate Docs
2000 PP_ORDER Production Orders
2001 MM_ACCTIT MM - Accounting Interface Posting Data
2001 COPA1_XXXX Profitability Analysis - Planning Data
2001 CO_CCTR_PL Cost Center Planning Data
2001 FI_SL_DATA Special Purpose Ledger Data
2002 FI_DOCUMNT Financial Accounting Docs
2002 MM_MATBEL Material Docs
2002 RV_LIKP Delivery Docs
2002 SD_VBAK Sales Order Docs
2002 SD_VBRK Billing Docs
2003 MM_EKKO Purchasing Order Docs - Purchase Orders
2003 MM_EKKO Purchasing Order Docs - Contracts
2003 MM_EBAN Purchasing Requisition Docs
2003 MM_EINA Purchasing Info. Records
Current year Planned Archiving Objects include:
CO_ITEM - CO Line Items, CO_ORDER - Internal Orders,
COPA1_XXXX - CO-PA Actual Line Items

6. Miller PO related tables approx.sizes
Purchase
orders Contracts
SAP Table Name Year Approximate Number of records approx. approx.
EKKO 1999 244,000 240,000 4,000
EKKO 2000 240,000 235,000 5,000
Total EKKO - Purchasing Document Header = 1.2 Million Rows upto year 2003
EKPO 1999 563,000 550,000 13,000
EKPO 2000 567,000 555,000 12,000
Total EKPO - Purchasing Document Item = 3 Million Rows upto year 2003
EKBE 1999 1,250,000 1,250,000 0
EKBE 2000 1,129,000 1,129,000 0
Total EKBE - History per Purchasing Document = 5.8 Million Rows upto year 2003
EKET 1999 555,000 555,000 0
EKET 2000 600,000 600,000 0
Total EKET - Scheduling Agreement Schedule Lines = 3 Million Rows upto year 2003
EKKN 1999 262,000 260,000 2,000
EKKN 2000 254,000 250,000 4,000
Total EKKN - Account Assignment in PO Line Item = 1.4 Million Rows upto year 2003
EKPA 1999 211,000 200,000 11,000
EKPA 2000 185,000 175,000 10,000
Total EKPA - Partner Roles in Purchasing = 1 Million Rows upto year 2003
In addition to the above tables large number of Purchasing Document related entries will be stored in
CDHDR - Change Doc. Header, CDPOS - Change Doc. Item,
STXH - STXD SAPscript text file header, STXL - STXD SAPscript text file lines

7. SAP Archiving - Purchasing Data
• Purchasing Documents - use the Archiving Object MM_EKKO
• Purchase Requisitions - use the Archiving Object MM_EBAN
• Purchasing Info Records - use the Archiving Object MM_EINA
• Source Lists - No archiving Possible. Deleted using Program
RM06WRE0.
• Quota arrangement records - No archiving Possible. Deleted using
Program RM06QREQ.
• Service Master Records - use the Archiving Object MM_ASMD

8. Issues with PO Documents Archiving
• SAP system automatically checks the Business completeness of
Purchase Order Documents before archiving
• For Purchase Orders - Delivery complete indicator / Final invoice
indicator needs to be set
• For Purchase Orders - Goods Receipt Qty must be equal to Invoiced
Quantity
• For Purchase Orders - If there are 10 line items, and 9 items satisfy the
criteria, the PO can’t be archived as SAP archives only Business
complete Documents.

9. Tips and Tricks to make PO Documents archivable
• Companies would have thousands of old Open Purchase orders, that were not
closed as manual closing will take at least few minutes each.
• Custom ABAP BDC program can be developed to close these Purchase orders
with following dynamic selection conditions
• Purchase orders older than ‘X’(Selection value e.g.: 550) number of days,
that is PO date, Latest GR/IR Activity, Latest Schedule delivery date is older
than ‘X’ days
• Percentage GR/IR (Selection value e.g.: 90%) should be met to close the PO
• Internal order specific Purchase orders can be closed by having Internal
order as a selection screen field. This additional benefit of closing the related
PO will allow the users to close the Internal order after closing the POs.
• Blocked PO Line items can be Unblocked and set deletion indicator to enable
PO closing.
• Closing can be done by either setting Final GR/IR Flag, reducing Order
quantity to be equal to GR/IR quantity.
• Closing can be done by deleting the item if there is no GR/IR activity at all.

10. PO Automatic Close - Custom Program
Close PO exceeding days means logic in the program will check whether the PO date, Latest GR/IR
activity or Latest delivery date is older than that many days.
Percentage GR/IR Received is useful to make sure we close only PO’s with certain percentage of activity

11. PO Automatic Close Program- Output
Program will list the Purchase orders and item details with check box against
them. Users can select Purchase orders and can opt for Close PO Option.

12. PO Automatic Close Program- Close flag
Once the Close program is run Purchase orders are set with Goods receipt
complete/Final invoice.

13. PO Automatic Close Program with
Internal Order - Output
This custom program can be run for an Internal order that is if Internal order is
used in the selection screen it will display all the Purchase orders related to that
internal order and can be closed.

14. Issues with Automatic Closing of Purchase orders
When processing old purchase orders for closing, it is possible that
Purchase orders get assigned with output type and there is possibility that
those output types will get processed and sent out to the Vendors.
To overcome this issue, assign requirement routine and logic to message
type configuration. In the requirement routine we can add logic like -
Do not create new message type if this is for closing PO and PO date is
older than 30 days. Above screen shows requirement 902 is assigned to
Access sequence.

15. PO Requirements Routine - Sample logic
shows requirement 902 is assigned to Access sequence.

16. PO Image Archiving
For some companies it is necessary to keep the Purchase document sent out to
vendor for Audit/Legal purposes. When the Purchase orders are archived it is not
possible to re produce the PO copy sent out to Vendors. To over come this issue
Purchase orders Optical imaging can be implemented. Optical imaging is the
process of storing the PO document in Third party storage system, so that these
can retrieved even after archiving Purchasing data.
When Archive Option is activated Archive Link configuration is required to
third party storage system or Unix system.

17. PO Output Processing for Imaging
Process the Output type relevant for imaging using ME9F transaction
This is SAP standard transaction to process the output of Purchase orders. As
this output type(ZIM1) is configured for Archiving SAP automatically stores the
SAP Script output to storage system instead of Printing.

18. Issues with PR Documents Archiving
• SAP system automatically checks the Business completeness of
Purchase Requisition Documents before archiving
• For Purchase Requisitions - Requested quantity or more has been
ordered by PO, or Deletion Indicator was set by line item or Closed PR
Flag has been set in the PR.
• For Purchase Requisitions - If there are 10 line items, and 9 items
satisfy the criteria, the PR can’t be archived as SAP archives only
Business complete Documents.

19. Tips and Tricks to make PR Documents
archivable
• Custom ABAP BDC program can be developed , similar to automatic PO
closing Program, to close these Purchase Requisitions with following dynamic
selection conditions
• Purchase Requisitions older than ‘X’(Selection screen value) number of
days, that is PR date is older than ‘X’ days
• Percentage PO Qty (Selection screen value) should be met to close the PR.
Ideally PR qty = PO qty for all the Line items in PR
• Internal order specific Purchase Requisitions can be closed by having
Internal order as a selection screen field.
• Closing can be done by either setting PR Closed Flag in the PR document
or Reduce the PR Quantity = Cumulative PO Quantity.

20. PR Closing program output & Close flag
Above output shows list of Purchase requisitions to be closed and once the
close PR option is executed Program will set the Closed flag in the
Purchase requisition at item level.

21. Tips to make Purchasing Info Records
archivable
• To archive Purchase Info.Records it is necessary that Info. Record should be set
with deletion flag.

22. Purchase info records Mass Maintenance
• SAP provided a Mass Maintenance Program (MEMASSIN) for maintaining certain
field values including setting of the deletion flags.

23. Archiving FI Documents- Issues
• Documents posted to Open Item Managed Accounts are not archivable
unless the documents are cleared.
• At Miller top 5 Open Item(OI)managed Accounts had documents ranging from
750,000 to 1.5 Million records for a period of 4 years
• Clearing the documents by year at times was timing out in the foreground.
• There is no background process available in SAP to close these documents.
• Reversal of FI documents not possible when Archive Delete job is running
• FI Documents archiving vs. Post processing of FI documents needs to be
handled appropriately.

24. Tricks to make FI Documents archivable
• Program can be developed in such a way that user can enter the G/L account
and posting date range. Program will use BDC logic and clear the documents in
background.
• There may be cases where users want to change the O/I managed account to
Non open item managed account. It is not possible to Change the Open item
managed account to Non Open managed account with the balance on the
account.
• In that case clear all the documents for that account and transfer the final
balance to the dummy account, change the O/I flag and post back the balance
to Original account.
• It is observed that if the volume to be archived is very low for a period, Post
Processing Job may get cancelled due to memory related problems. In that
case, run the Post Processing step for several periods in a single run.

25. FI - GL Account Clearing Custom Program
• Selection Screen needs company code, GL Account and the Posting Date Range
• Depending on Company policy, Posting date of Clearing Doc. can be User defined
or Run Date. If it is user defined, ensure that posting period is open

26. FI - GL Account Clearing Custom Program
• This program can be developed to clear G/L account FI documents by Line
item in Background.
• This program uses standard SAP transaction F-04 with Options like choose
open items. Additional selection posting date range(fill with selection screen
posting date range) and process open items.
• Depending on volume of data run this program for 6 months or 1 year period.
• Once this program is run for several periods one residual line item will remain
as open item for each run.
• Save new clearing document option is provided to store these new documents
in custom table and once the multiple runs are complete using this table we
can find the final balance which needs to be transferred to Dummy account for
changing Open item flag.
• If you need to change this Open item managed account to Non open item
managed account there can not be any balance on the account. To over come
this either you can manually or through another custom program transfer this
balance to Dummy account using same transaction F-04 with option of transfer
posting with clearing.
• Once the balance is transferred to Dummy account change the Open item
managed account to Non open item managed account and post back the
balance to original account.

27. FI- Document archiving vs. Post processing
• There are 3 steps involved in FI Document archiving.
•Archiving, Deleting and Post processing.
• In the first two steps, data from major table BKPF and BSEG is archived,
deleted,stored in file system and Archive info structures will get populated.
That means we are deleting data from BSEG-Cluster table and populating a
transparent table(Archive info structure) which may not yield good results in
terms of storage space. But this will help in improving SAP performance.
• SAP provided index tables BSAS- Cleared items, BSIK- Vendor accounts,
BSAK-Vendor account clearing items, BSID - Customer accounts and BSAD-
Customer account cleared items. These tables get archived only when the Post
processing step is executed.
• After Post processing step is executed it is most likely that G/L
Balances(FS10N) , Vendor account balances(FK10N) and Customer account
balances(FD10N) in Summary screen will not match with details list balance.
This is because Summary balances are shown from different tables which are
not in the scope of FI-DOCUMNT archiving.
• Two ways to overcome this issue -
•Option 1: In the selection screen of Post processing step there is an option
to Keep the balances. Option 2: Delay the Post processing step by another
year or two. Second option is advised as first option will keep lot of data in
the system to maintain the balances.

28. MM_EKKO - Sample Configuration Steps
• Configuration to archive Purchase Orders data is relatively simple
• Use SARA transaction
• DB tables will indicate tables from which data will be Archived

29. MM_EKKO - Configuration
• Use naming standards for Logical File Name
• Keep the size of the File to about 50 MB or 100 MB

30. MM_EKKO-Configuration- File Path
• Work with Basis Team to configure Physical File Location
• Use Tcode. FILE to create Logical File path
• Use SARA transaction

31. MM_EKKO- Configuration- Files
• Define Logical File name Parameters
• Work with Basis Team to name the Physical File

32. MM_EKKO - Configuration -
Residence Times
• Define Residence Time details for Each Purchasing Doc. Type
based on company requirements

33. MM_EKKO - Configuration - Maintain variant
• Need to maintain Archive Variant for Archive Run
• Indicate PO Date Range/ Doc. Type for Archive
• Need to Schedule Archiving Run / Maintain Spool Parameters / Execute

34. MM_EKKO - Run Statistics
• Spool file will provide details on the Tables from which data was archived

35. MM_EKKO - Run Session Overview
• From Archive
Management ensure
Deletions are complete

36. MM_EKKO - Archive File Storage
Use Archive Link to Store Archive Files in the 3rd Party storage system.

37. Tips for managing a successful Archiving Project
• Review ASUG Archiving Forum, Download previous ASUG Archiving
presentations to review experiences of other companies
• Review Documentation of Archiving Object
• Involve Business Super User(s) to Champion the Archiving
• Review and Apply all applicable OSS notes (important)
• Get doc. residence time details
• Archiving Object Configuration
• Build archiving File Parameters
• Perform Archiving in Sandbox System
• Analyze impact to Custom Programs/Reports
• Build changes for AS structure (if needed)
• Demo to Users
• Get user acceptance for Archiving from the Demo

38. Tips for managing a successful Archiving Project
• Custom Programs / Reports modifications
• Testing STG/QAS
• User acceptance and Sign Off
• Documentation and Training on Retrieval of Archived Documents
• Implementation of Archiving Objects in Production
• Coordinate with Basis Team to eliminate competition among scheduled jobs for
system resources
• Perform Archiving and Delete runs
• Try to archive 100% of the documents so that number ranges could be reused
later
• Ensure that Archiving runs occur regularly (monthly or quarterly)
• Document and discuss specific archiving benefits
• Tables / Indexes / Table Spaces should be reorganized / rebuilt after archiving
to ensure optimal database performance

39. Summary
• Ensure Documents are business complete. The discipline of
Business Process Complete should be requested from various users
utilizing the relevant documents and transactions.
• Archiving of Purchasing Documents, Imaging of PO Documents need
to be tested very thoroughly. While PO’s are archived ensure that no
additional documents are generated for the old PO’s.
• Work with business end-users to ensure Archiving runs do not
interfere with their normal SAP processing.
• Train business end-users the retrieval of Archived documents and
the challenges with FI Post Processing impact.
• Discuss Archiving accomplishments with the Business.

40. Session Code:
407