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SAP archiving process-Simple steps Version 2

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created by Krishnendu Das on Dec 30, 2013 5:53 AM, last modified by Krishnendu Das on Jan 2, 2014 12:09 PM bookmark content.

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Application:
Archiving can be done in different objects of PP/MM/FI/CO/PM etc.

The example is with a MM object, but it can be applicable equally to any PP object (PR_ORDER-
Process order)

This document demonstrates the process of archiving in different objects. Though this is a archiving
process, this is a general way of archiving. Archiving is required to have a faster and clean system. It
is also possible to get the data once these are archived.

The archiving process have generally four steps.

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 Incoming Links
There are 4 Main steps in SAP Archiving are:
Re: Comparison between Informatica ILM
Nearline and SAP data archiving tools
Step 1 – Pre processing Re: Display Archived production orders (CO78)
Deletion indicators will be set in this step
Re: Archiving in SAP ISU Meter reading
Applicable for some objects
Re: Costs stuck in WIP for deleted Production
Order
Step 2 – Write
Re: Regarding Archiving
Records chosen for Archiving will be written in Archiving file system in Unix server (Path:
/Volumes/Archiving/<Object name>/…) Re: How to Clear stock from closed stores (table
MARD, MARH...)
Applicable for all objects

Step 3 – Delete
Written records will be deleted
Applicable for all objects
To ensure that the Archiving file system back up is taken for written records, at least 2 days gap
to be maintained before performing Delete step.

Step 4 – Post processing

For deleting secondary indexes in FI_DOCUMNT and movement data in QM_CONTROL.

Useful Transaction codes:

SARA- Archive Administration
SARI- Archive Information System
SARE- Explorer
ALO1- Search for documents with relationships (Incl. Archive)

The archiving process:

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 Object: MM_EKKO (Purchase order)

1. Pre processing Step: Create Variant (KT2NDLINE):

Enter the New Variant name and click on ‘Maintain’ button. Maintain “Purchasing Documents” information and
“Restrictions” as required.

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 Save Variant.
Execute the variant. Check the jobs.

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 Open the spool.

Pre-processing step successful for the selection.

2. WRITE Step: Variant KT2NDLINE-WR

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 Create and save variant for the selection (should be same as maintained in Pre processing step).
Execute the variant. Check the Jobs.

Open the Spool.

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 Write step successfully completed.

3. DELETE Step:

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 Click on “Archive Selection”. Select the files to be deleted.

Execute the selection.

Open the Spool

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 File is successfully deleted.

4. Checking Information system – Info structure updation.

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 We can see a Green signal light for the last archiving session. This means that the Info structure is updated
successfully.

If the signal is Yellow or Red, Please Click in .It will fill the info structure once again.

After every archiving run this should be checked. Otherwise, reading data from archived files will not work for
the users, which leads to raising a ticket.

5. STATISTICS:

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 This option shows the details of archiving sessions. The details include,
Number of objects (header records) Written, Deleted
Number of Delete jobs
Write and Delete Job durations
Etc.

6. LOGS:

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 If Job log is clicked for the Write step job, the following log is displayed.

We can see the Program name, variant used, User id, Archiving session number, How many number of
documents processed,
Path of the system where the written file is stored .
Name of the Archive file created in the file system, etc., can be seen in the log.

7. READ:

Execute

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 Execute

We can see the archived Purchasing documents. For further documents, refer to User document for this
object.
( SPEED_MM_Display_archived_Purchase_Order_v1.pdf)

8. MANAGEMENT:

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 It shows the status of archiving session. (Complete or Incomplete).
Double clicking on the session will lead to the following screen where the archived file related details can be
seen.

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 Share 5 0

33 Comments

Aditya S Dec 31, 2013 8:52 AM

Hello Krishnedu,
Thanks for sharing this. But can you please confirm whether we need to wait for 2 days really before
performing Step 3 mentioned in the Archive process.

We have used SARA for my client but we never waited for 2 days to perform the Step 3 after Step 2
mentioned above. Please clarify and let me know whether my understanding is correct or wrong.
Thanks.

Like (0)

Krishnendu Das Dec 31, 2013 10:19 AM (in response to Aditya S)

Hi Aditya,

Not necessary. Actually we are having a setting for data backup. So we have considered a
cushion time. The job of Write and Delete is dependent job. Hence 2 days wait time is just
to confirm the data backup.

Not required in normal process always .

Krishnendu.

Like (0)

Aditya S Dec 31, 2013 11:19 AM (in response to Krishnendu Das)

Hi Krishnendu,

Thanks for clarification.

Like (0)

Sesha S B Jan 1, 2014 6:28 AM

Hello Krishnedu,

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 Very usefull info...

Regards
Sesha...

Like (0)

Krishnendu Das Jan 1, 2014 6:35 AM (in response to Sesha S B)

Thanks Sesha.

Regards,
Krish.

Like (0)

Juergen L Jan 2, 2014 10:34 PM

Keeping archives in the file system is actually not a safe place, as data are not unchangeable in file
system.
Hence you often have another step called storing to move the archives from the file system to a
content server.

What makes me always a kind of angry is that all those archiving documents completely ignore to do
at least the test runs with a detailed log. Nobody is talking about checking joblogs and detailed lists.
That this is actually 95% of the whole archiving activity, and probably as well 95% of the questions
asked in the forums are because the people do not know about logs.
If I comment that a document is just basic, then I often get the answer, it is for beginners.
But especially beginners should then be educated with the difficulties and the most important
settings. This is the advantage of documenting and blogging in SCN, to be different from the
standard help documentation. This is just an illustrated best case walk through.
If you have archived, then you could explain the hundred different error cases that you have seen.

Like (5)

Krishnendu Das Jan 3, 2014 6:31 AM (in response to Juergen L)

Thanks a lot Jurgen. I will try to add some more .

Actually we are taking the backup in memory tape everyday in a specific time. That's the
reason I have mentioned a gap of 2 days between Write and Delete process.

Regards,
Krish.

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 Like (0)

Manjunath Ravi Jan 3, 2014 5:40 AM

helpful document for beginners , keep up the good work..!!!

Like (0)

Vamshi Krishna Menaka Mar 4, 2014 3:31 PM

Hello Everybody..

I have just gone through the document as we got a requirement for SAP archiving ..i hope its quite
clear for begginners....

Thanks alot..:-)
Naresh Gollapelly

Like (0)

Krishnendu Das Mar 10, 2014 4:45 PM (in response to Vamshi Krishna Menaka)

Hi Vamshi,

Thanks a lot.

Regards,
Krishnendu.

Like (0)

ßhģ Ġǿw dâ Mar 14, 2014 7:24 AM

Dear Krishnendu,

Really a Good Document, ...

I’m having a doubt here About "Post processing". Please let me know what exactly the Post
processing stands for?
Doubting because, in "SARA" there is no Post-processing Tab in "MM_EKKO" like in
"FI_DOCUMENT".

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 Like (0)

Vivek Mahendran Mar 14, 2014 1:15 PM (in response to ßhģ Ġǿw dâ)

Hi,

Post processing process in FI_DOCUMNT is used to delete (not to archive) the data entries
from the secondary index tables like BSAS, BSIS, BSAD, BSAK etc...
These tables entries are just the duplicate entries of BKPF and BSEG table entries which
are stored in these secondary index tables for fast retrieval purpose. So post-processing is
used to delete these entries once after archiving WRITE, STORE and DELETE jobs are
completed for FI_DOCUMNT object.

Like (1)

Krishnendu Das Mar 17, 2014 7:22 AM (in response to ßhģ Ġǿw dâ)

Hi Bhagya,

Thanks. Good reply by Roby. It means system sync.

Regards,
Krishnendu.

Like (1)

Dibyendu Patra Mar 18, 2014 6:29 AM

Good information..
So clear and informative...

Like (0)

Krishnendu Das Mar 19, 2014 5:59 PM (in response to Dibyendu Patra)

Hi Dev,

Thanks.
Regards,
Krishnendu.

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 Like (0)

Gajendra N Koka Apr 29, 2014 11:33 AM

Hi Krish,

Thank you for a simple, concise and comprehensive document. Very helpful for first timers.

Thank You,
Gajendra.

Like (0)

Krishnendu Das Apr 29, 2014 2:41 PM (in response to Gajendra N Koka)

Thanks Gajendra.

Regards,
Krishnendu.

Like (0)

Samuel Friedman Jul 23, 2014 10:22 AM

Hello Krish,

Indeed a nice concise document which explains all the important steps in archiving.

We run all of our archiving automatically using an external job controller. That way, immediately
following the completion of the write phase, we perform a backup on the files on the unix server
followed by the sap program for deleting "RSARCHD" to control the deletion phase.

Following that we also run a reorg of the indexes of the tables that were archived.

Regards,
Sam

Like (0)

raj reddy Aug 8, 2014 11:31 AM

Hi every body,

i need small help from experts, like in archiving object if we dont have any reload program in SARA ,
then how we reload the archived data from other system to ECC system (back), please help me ...

the object is BC_SBAL ...its contain only write and delete jobs only, it doesn't have any reload
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 program.. please help on this

Like (0)

Karin Tillotson Aug 8, 2014 3:15 PM (in response to raj reddy)

Hi Raj,

If the reload program is not available for an archive object, that means it is not supported for
reloading. Why would you need to reload BC_SBAL? The archived data is accessible via
SLG1.

Best Regards,
Karin Tillotson

Like (0)

raj reddy Aug 12, 2014 7:45 AM

Hi Karin,

1) the purpose of reload for this is , we ran the write , delete program to this object is 2014 date
instead of 2013(need to read before 2013 data only). so i need to revert back the 2014 data into ECC
. how i can reload the deleted data .

2) can you help me to know what configration required to store the deleted data into table as file .( if
we want to read archived data then we read data from that stored table right).

please help me on above points , it could be more helpful to me

Thanks
Rajashekar

Like (0)

Karin Tillotson Aug 13, 2014 9:47 PM (in response to raj reddy)

Hi Raj,

Like I stated before, you cannot reload the archived BC_SBAL data, but, you can read it if
you activate field catalog SAP_SBAL_002 and Infostructure SAP_BC_SBAL01 in SARI and
fill the archive information structure with the relevant BC_SBAL archive files. You can then
read this data via transaction SLG1 by selecting the Format Completely from Archive radio
button.

Hope this helps.

Best Regards,
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 Best Regards,
Karin Tillotson

Like (0)

Douglas Lara Aug 28, 2014 10:34 PM

Very good article! Congrats!

Like (0)

Krishnendu Das Sep 1, 2014 11:20 AM (in response to Douglas Lara)

Thanks Douglas.

Regards,
Krishnendu.

Like (0)

Carlos Trujillo Sep 24, 2014 9:21 PM

Hi Krishnendu

The Customer wants to delete de Central Intance from the Logon Group of the Archiving. Did you
know how to do it ?

Thanks in Advance
Best Regards.

Like (0)

Krishnendu Das Sep 26, 2014 8:35 AM (in response to Carlos Trujillo)

No
Regards,
Krishnendu.

Like (0)

Santhanakrishnan Arumugam Dec 8, 2014 6:16 PM

Hi,

Very good article! Congrats Keep going

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 Tnx
Krishnan

Like (0)

Santosh V Dec 10, 2014 7:57 PM

Very detailed blog...

SAP has Fiori applications which could be interesting if you are involved in archiving -
Understanding SAP ILM Archiving Fiori applications in 5 questions . The applications provide
options to monitor jobs, logs and also take corrective action (not covered in this blog)

Like (0)

RESHMA PATIL Apr 24, 2015 8:34 AM

Hi Very good document. Explanatory and useful.

I hv question. Can we convert the adk file to XML format and get data in text format.

Thanks,
Reshma Patil.

Like (0)

Adrian Batyk Apr 29, 2015 4:11 PM

Hello,

what happens with the roles and authorization? If I want to see the information that was archived, the
activitiy validate my authorization?

thanks
regards

Like (0)

Kavitha Rajan May 6, 2015 5:45 PM

Nice document and very helpful

Like (0)

John K Jan 14, 2016 6:44 AM

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 Hi,

Nice Document. Now I have some problem on archived data like Some documents are archived but
not deleted from database. what can I do for delete those document from data base. Can you please
share me your idea ? It will be great helpful to me.

Thanks & Many Regards,

John

Like (1)

Ashish Gaurav Jun 18, 2016 10:03 PM

Nice explanation in systematic way.

Just a suggestion:
Also explain all the errors faced by you and it's resolution step so that other person can take
preventive steps.

Regards,
Ashish

Like (0)

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